Description

UCAR is excited to announce the job opening of the Education and Training Center (ETC) Meeting Planner II. This position will draw upon excellent organizational and time-management skills to successfully plan events, coordinate travel, and provide support to the ETC administrative team. The ETC is one of three Centers within the UCAR Community Programs (UCP) that directly supports COMET, GLOBE, and the UCAR Center for Science Education (SciEd) programs and serves as a member of the Business Shared Services (BSS) team.

Program Location: Boulder, CO

Job Location Type: This position is open to candidates interested in In-Person, Hybrid (combination Remote and Onsite presence) opportunities.

Position Type & Term: Full-Time, Regular

Hiring Range: $49,877 - $62,346
*Final salary and rates are based on education, experience, skills relevant to the role, and internal equity.*

Application Notes:

• Application Deadline: This position will be posted until filled with priority given to candidates who apply by Friday, March 10.
• Required application materials (preferably in PDF Format): 
  • Resume
  • Cover Letter - Please specifically address how your skills and experience meet the needs of this position (refer to the Key Responsibilities and Knowledge, Skills, and Abilities sections of the job posting). 
• Work Authorization: US Residency is a Requirement. You must reside in the U.S. for this position. UCAR/NCAR will not sponsor a work visa (e.g., J-1, H1-B, etc.) for this position. U.S. Citizenship, Permanent Residency, or another protected status under 8 U.S.C. 1324b(a)(3) is required for this position.  
• Relocation Assistance: Relocation assistance is not available for this position.
• Pre-employment screenings are conducted for selected candidates; background checks are also conducted for risk-based positions. Learn more.

HOW YOU WILL MAKE AN IMPACT AT UCAR

Here is a brief outline of what one would expect to be responsible for in this role. 

Key Responsibilities

Events

• Lead the planning and coordination of event logistics for in-person, virtual, and hybrid events, including site searches, creation and maintenance of registration sites, meeting room setups, arranging catering, organizing poster sessions, researching, securing, and implementing technical tools and platforms, preparing meeting materials, securing ground transportation, securing audio-visual and IT support, providing support for the execution of the event during the live event, and providing other event support as needed such as on-site support.
• Develop, monitor, and adhere to established budgets under the guidance of the team lead.
• Work closely with the UCAR Contracts Office, help negotiate contract agreements with hotels including lodging and space requirements, and ensure compliance of specific terms and conditions (e.g. cancellation, attrition, catering guarantees, etc.).
• Manage and update participant release forms and/or terms language with the Office of General Council and the team lead.
• Reconcile invoices for goods and purchased services and resolve discrepancies.

Travel Administration

• Make complex domestic and international travel arrangements for visitors and employees, ensuring compliance with all travel regulations and completion of required travel documents before and after the trip (e.g. COVID and visa requirements).
• Implement travel planning process best practices, as well as create and maintain standardized travel templates for communication, events, and travel.
• Prepare and submit travel expense reports.

General Support

• Provide general administrative and logistical support for staff.
• Perform backup functions for administrative staff as needed.

Requirements

WHO WE’D LOVE TO JOIN OUR TEAM

Successful candidates will ensure their application materials speak to the following criteria:

Education & Experience

• High School diploma or equivalent;
• 4 years of relevant experience (including event planning);
• Or an equivalent combination of education and experience.

Knowledge, Skills, and Abilities

• Strong working knowledge of audio-visual and presentation equipment.
• Demonstrated experience with virtual meeting platforms and tools such as Zoom, Webex, Slido, etc.
• Experience with online registration platforms.
• Experience with event planning and associated logistical requirements, including providing onsite support for in-person events.
• Basic math skills and understanding of budget development.
• Skill in prioritizing workload, working independently, and taking the initiative when working on projects within the range of responsibility.
• Sensitivity to working in multicultural environments.
• Ability to handle confidential information with discretion and reliability.
• A proactive and resourceful approach to problem-solving in the face of shifting priorities or unanticipated events.
• Ability to work occasional nights and weekends when required.
• Ability to travel when required.

Desired, but not required:

• Knowledge of travel planning processes.
• Skill in processing travel paperwork in accordance with procedures.
• Knowledge of the Concur travel and expense management solution.
• Experience with Cvent or similar Event Management Software.
• Experience working with Federal Government agencies.

SOME FINAL CONSIDERATIONS

Commitment to Diversity, Equity & Inclusion
Our organization is committed to creating a diverse, equitable, and inclusive work environment and fostering a culture where everyone feels welcome and supported. To learn more about these efforts, visit the Office of Diversity, Equity & Inclusion Strategic Plan and our Diversity & Inclusion: A Welcoming Workplace site. 

Research shows that women and people of color are less likely to apply for a position if they do not meet almost 100% of the desired skills and experience. Please note this is not necessary! If you meet the minimum requirements and have a passion for the work, you are encouraged to apply. We can provide on-the-job training for the rest!

Inclusive Benefits 
UCAR affirms its commitment to employees through competitive benefits. In addition to medical, dental, vision, retirement, and life insurance,  UCAR offers a variety of programs focused on work-life balance and professional personal development. These include:

• Tuition Assistance, time off allowance to attend classes, and other professional development opportunities
• UCAR contributes 10% of your pay into your retirement account; 100% fully vested on day one
• Starting minimum accrual of 20 days of personal time off each year (prorated for less than full-time positions)
• 10 paid holidays
• 10 days of sick leave each year
• 14 weeks of paid parental leave
• Short-term medical leave paid at 100% of your regular salary
• EcoPass for local Colorado residents to use the Denver and Boulder-area transit system at no cost

Flexible Work
At UCAR, we are committed to supporting our mission by giving staff the flexibility to find the schedule and location that works best to maintain their own work-life circumstances and reach their full potential as professionals. Many positions within our organization are eligible for fully on-site, hybrid, fully-remote, and/or flexible work schedules.

Employee Well-Being & Vaccines
In support of the health of our employees and their families, as well as visitors and the community, all UCAR employees are required to comply with UCAR’s COVID-19 vaccination policy, which requires staff to be fully vaccinated against COVID-19, subject only to legally required accommodations implemented by HR, prior to their start date.

Equal Opportunity Employer
UCAR is committed to providing equal opportunity for all employees and applicants for employment and does not discriminate on the basis of race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy. Whatever your intersection of identities, you are welcome at UCAR.

Export Control
This position is subject to work location requirements for obtaining access to facilities and research systems. These requirements may include a combination of national security checks, credit checks, fingerprinting, or other security clearance requirements.  This position is open to U.S. Citizens and Green Card holders.

Additional Information

At UCAR, you will work alongside a dedicated team of professionals conducting critical research and community outreach to solve complex Earth system science problems including climate change, air pollution, extreme weather, floods, drought, wildfires, and space weather, all with the goal of improving human life and reducing economic loss. Each of us, from scientists to the professionals who support their work, serves the public and a collaborative community of scientists in our mission to understand the complex processes that make up the Earth system, from the ocean floor to the Sun’s core.

The Education and Training Center is a highly collaborative workplace, in which the administrative team’s expertise is sought and valued, cross-training is a fundamental tenet, and where efficient and effective business services support research and development across all centers.