CPAESS Event & Travel Team Lead

Visa Sponsored Job:

Relocation Assistance Eligible:

Job Location:

Position Type & Term:

$61,170 - $76,462

*Final salary and rates are based on education, experience, and skills relevant to the role.*

Application Deadline: This position will be posted until 11:59pm MT, Thursday, January 2, 2025. Applications will not be accepted past this date.

Required application materials (preferably in PDF Format):

• Resume

• Cover Letter - Please draw upon your previous experiences to highlight how your skills and expertise meet the needs of this position (for more information on what specifically you should address, please refer to the Key Responsibilities and Knowledge, Skills, and Abilities sections of this job posting).

Background checks are conducted for candidates selected for hire. Learn more.

Work Location: This position is open to candidates seeking in-person and hybrid opportunities (combination of in-person and remote). Hybrid employees will be expected to work on-site 3 days a week. Regardless of flexible work arrangements, UCAR requires ALL positions to be performed within the U.S., excluding U.S. Territories.

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

Key Responsibilities

Events & Travel Management

• Oversee a portfolio of event management and travel coordination projects, ensuring timely delivery of complex, high-profile initiatives.

• Manage all aspects of CPAESS events, including subawards, budgets, vendor negotiations, and day-of-event execution.

• Drive standardization of project management best practices within the Events and Travel team and collaborate with SPS-CPAESS Leadership on strategic initiatives.

• Act as a liaison to sponsors to assess event needs, develop budgets, and support proposal development.

• Partner with the UCAR Events and Travel Administration team to implement process improvements and support the Community Building Strategic Initiative.

• Provide hands-on support by serving as a Meeting Planner or a Travel Coordinator when required.

Team Lead & Supervision

• Lead a team of event coordinators and travel arrangers, manage staffing requirements, training, and development to ensure operational excellence.

• Oversee performance evaluations, SMART goal setting, and professional growth initiatives.

• Collaborate with Leadership on staffing actions, including promotions, merit increases, and workforce planning.

• Support CPAESS/UCP recruitment committees and contribute to strategic analyses of event and travel services through data collection and trend identification.

• Foster a diverse and inclusive workplace culture by maintaining equitable processes and promoting team engagement.

External Partnership/Sponsor Engagement

• Represent CPAESS to external partners and/or sponsors, assessing opportunities for new events and travel support.

• Act as a primary liaison to ensure alignment between sponsor expectations and CPAESS services, contributing to successful collaborations.

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

Education & Experience

• Bachelor's degree;

• 5 years of relevant experience in event planning;

  • Or an equivalent combination of education and experience.

Desired, but not required:

• 2 years supervisory experience.

• CMP and/or CGMP Certifications.

• Knowledge of travel planning processes.

• Thorough understanding of UCAR's travel policies and procedures, and the ability to apply and communicate those policies and procedures.

• Experience with Cvent Event Management Software.

• Knowledge of relevant UCAR policies.

Knowledge, Skills, and Abilities

Project & Financial Management

• Demonstrated expertise in prioritization, risk assessment, budgeting, project accounting, and coordinating complex tasks in team and individual environments.

• Proficient in developing and implementing risk management strategies, monitoring risks, and communicating status to leadership and stakeholders.

• Skilled in navigating government contracts management processes to meet project requirements.

• Proven ability to develop and analyze budgets, control costs, and manage project accounting effectively, ensuring alignment with project goals and organizational objectives.

Leadership & Supervision

• Demonstrated ability to supervise, mentor, and direct team members, interpret policies and procedures, and manage confidential information with discretion and reliability.

• Skilled at fostering professional growth and team collaboration.

Event & Technical Coordination

• Extensive experience planning and managing events, including logistics, travel coordination, AV equipment, online platforms, and onsite support.

• Proficient in Concur travel systems and adherence to corporate travel policies.

• Advanced skills in Google Workspace, word processing, graphics, presentation, database, and financial tools, supporting decision-making and efficient event execution.

Professional & Interpersonal Skills

• Exceptional interpersonal abilities, maintaining professionalism under pressure and fostering positive relationships with diverse stakeholders.

• Skilled at written and oral communication, including drafting, editing, and proofreading complex documents.

• Adept at adapting to dynamic work environments and contributing effectively as part of diverse teams.

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, and personal development. These include:

• Tuition Assistance, time off allowance to attend classes, and other professional development opportunities

• UCAR contributes 10% of your eligible 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

• 12 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

Our organization is committed to being an employer of choice for people from all backgrounds and identities, and to integrating your myriad perspectives through intentional policies and practices that promote belonging and lead to organizational excellence throughout our research and operations. We encourage you to visit our webpages for our Office of Access, Culture, and Opportunity to learn more about the ways we work to uphold this commitment to our community.

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 while others will apply if they meet only 40%. Please remember that while the minimum requirements are necessary, we don't expect that anyone is likely to meet every single item on our desired wish list! Whoever you are, if you meet the minimum requirements and have a passion for the work, we encourage you to apply. We can provide on-the-job training for the rest.

Applicants are not required to provide age or age-related information and may redact information related to age, date of birth, or dates of attendance at or graduation from an educational institution from any submissions during the initial application process.

At UCAR|NCAR|UCP, 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.

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.

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

All positions are required to comply with U.S. export compliance regulations work location requirements regarding access to facilities and research systems.

Visa Wait Times

Please consider the length of visa procurement when applying for this posting, understanding that you will not be able to begin employment until you are able to get a visa and enter the U.S.