Job Description

Where You Will Work:

The Cooperative Programs for the Advancement of Earth System Science (CPAESS—pronounced: see-pass), under the UCP, provides an extensive portfolio of placement, management, and organizational services for the broad Earth System Science community. CPAESS develops innovative solutions to complex scientific challenges, advances research capacity, and fosters community collaborations.

CPAESS provides professional development, training, and research opportunities for early career to expert scientists. The CPAESS community includes placements at prestigious postdoctoral fellowships, short- and long-term appointments at US Federal research labs and institutions, research internships, and summer school opportunities for graduates and postdoctoral scientists. These research and training opportunities provide mentoring and career advancement; lifelong collaboration through program alumni networks; and the advancement of science worldwide through university, federal, state, municipal level, and private sector partnerships. CPAESS employees and sponsors collectively work toward advancing scientific research for the benefit of society.

Where You Will Work:

The Cooperative Programs for the Advancement of Earth System Science (CPAESS—pronounced: see-pass), under the UCP, provides an extensive portfolio of placement, management, and organizational services for the broad Earth System Science community. CPAESS develops innovative solutions to complex scientific challenges, advances research capacity, and fosters community collaborations.

CPAESS provides professional development, training, and research opportunities for early career to expert scientists.  The CPAESS community includes placements at prestigious postdoctoral fellowships, short- and long-term appointments at US Federal research labs and institutions, research internships, and summer school opportunities for graduates and postdoctoral scientists. These research and training opportunities provide mentoring and career advancement; lifelong collaboration through program alumni networks; and the advancement of science worldwide through university, federal, state, municipal level, and private sector partnerships. CPAESS employees and sponsors collectively work toward advancing scientific research for the benefit of society.  

What You Will Do:

This position has responsibility for meeting planning and travel management, annual agency funding request coordination, budget development and expenditure tracking, grant and proposal administration support, office operations administration, and federal/organization policy compliance. The Meeting Planner III will be expected to solve complex problems under minimal supervision and apply innovative strategic approaches to advance multi-agency funded program goals.

This position resides in the US Climate Variability and Predictability (US CLIVAR) Project Office in Washington, DC with the program director and program specialist and will also coordinate with the program’s parent organization body – the University Corporation for Atmospheric Research (UCAR) Cooperative Programs for the Advancement of Earth System Science (CPAESS).

Responsibilities:

Event & Meeting Management

Manages logistics planning and execution for all US CLIVAR meetings, workshops, and conferences ranging in size and level of complexity, including in-person, virtual, and hybrid formats. Coordinates with multiple services, contractors, volunteers, and meeting support staff.
Negotiates facilities and logistics contracts for meeting, workshops, and conferences under the purview of UCAR/CPAESS–ensuring compliance with terms for cancellation, attrition, and catering guarantees; reconciling vendor billing; and resolving disputes.
Establishes, executes, and reconciles activity budgets for meetings, workshops, and conferences–develops meeting budgets based on size, scope, location, and timing in consultation with organizers and program director; supports the planning and implementation of fundraising and sponsorship efforts; determining participant registration fee schedule to cover meeting costs; implements procedures for collecting fees and reconciling accounts.
Serves as a coordinator and logistical advisor to meeting organizing committees in developing and executing planning timelines and budgets, conducting teleconferences, and communicating with all parties involved via participant databases, websites, and other channels of communication.
Arranges and provides on-site logistics support including materials, technical support, catering, and transportation, as funded.
Interacts with agency officials and scientists from a variety of cultural and political backgrounds.

Financial Management

Monitors program office expenditures per activity and collaborates with the program director and CPAESS finance staff to develop activity-specific budgets.
Conducts activity cost analysis and maintains real-time reports of expenses and account reconciliations.
Assists the program director with preparation of proposals and drafts administrative progress reports for sponsoring agencies in coordination with the CPAESS team.

Operations Management

Conducts space and property management including managing lease agreements and organizing records management
Arranges purchasing and shipping–keeps an inventory and identifies needs, orders supplies and equipment, administers shipping of materials and equipment.
Serves at the administrative liaison to UCAR/CPAESS in day-to-day operations of the program.

Problem Solving

Exercises independent judgment in areas of responsibility, guided by policies and procedures. Assesses and mitigates financial and organizational risks before determining appropriate course of action. Seeks advice or guidance from internal/external experts on complex budget, contract, and administrative matters.
Independently anticipates, responds to, and solves routine and complicated internal problems within established guidelines. Thinks critically and strategically to mitigate risk to UCAR/CPAESS/US CLIVAR while still achieving positive project outcomes and navigating complex collaborations with external organizations.
Coordinates with high-level program administrative and scientific staff from different organizations, determining how best to satisfy conflicting needs. Discretion, good judgment, creativity, and the ability to think clearly under pressure are needed.

What You Need:

Education and Years of Experience:

REQUIRED

Bachelor’s Degree and 5 years meeting/event planning, financial management, and operational support experience, or an equivalent combination of education and experience.

DESIRED, but not required

Certified Meeting Professional Designation
Project Management Professional Designation

KNOWLEDGE/SKILLS/ABILITIES

Advanced knowledge of event and meeting planning, including logistical requirements, contract policies and procedures, travel planning, audio/visual presentation equipment, registration and web-conferencing platforms, transportation, and food and beverage.
Basic familiarity with legal issues relevant to conference planning, including ADA, licensing, and liabilities.
Working knowledge of budget development and analysis, cost control, project accounting, exchange rates, wire transfers, and logistical issues involving international currency transactions.
Advanced written and oral communication skills, English composition, grammar, spelling, punctuation, and usage; Advanced proficiency in Microsoft Office and Google Suite.
Strong organizational and multitasking skills; Ability to meet deadlines and demonstrate flexibility to respond to changing plans and budgets.
Knowledge of government and institution contract requirements, policies and procedures.
Ability to maintain confidentiality and use discretion when handling sensitive information, act with integrity, and exhibit behavior that merits public trust and confidence.
Ability and willingness to travel up to 15% of time.

Applicant Notes:

Please note that while the position description details both minimum requirements as well as desired skills and experience, we want to remind applicants that you do not need to have all the desired skills and experience to be considered for this role. If you have the passion for the work along with experience in a related field, you are encouraged to apply. We can provide on-the-job training for the rest.
Non-risk based position:  A pre-employment screening is conducted in conjunction with an offer for employment. This screening may involve verifying or reviewing any of the following relevant information: restricted parties screening, employment verification, performance records of internal candidates, education verification, reference checks, verification of professional licenses, certifications, and Motor Vehicle Records.  UCAR complies with the Fair Credit Reporting Act (FCRA). 
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 or work authorization requirements.