University Corporation for Atmospheric Research Meeting and Event Planner III in Washington, District Of Columbia

Meeting and Event Planner III

Tracking Code


Job Description

Meeting and Event Planner III

This is a full-time position located in Washington, DC. This position will be posted until April 25, 2018 or until a sufficient number of applications have been received. Thereafter, applications will be reviewed on an as-needed basis.

No relocation package is offered for this position.

U.S. Citizenship, Permanent Residency, or other protected status under 8 U.S.C. 1324b(a)(3) is required for this position. UCAR/NCAR will not sponsor a work visa (e.g., J-1, H1-B, etc.) for this position.

Where You Will Work

US CLIVAR is a national climate science program to foster understanding and prediction of climate variability and change on intraseasonal-to-centennial timescales, through observations and modeling with emphasis on the role of the ocean and its interaction with other elements of the Earth system, and to serve the climate community and society through the coordination and facilitation of research on outstanding climate questions.

The Project Office is responsible for providing day-to-day operational scientific and technical support to advance US CLIVAR goals, as guided by the US CLIVAR Science Steering Committee (SSC) and the Inter-Agency Group (IAG) of program managers. The Program is organized and implemented by a volunteer force of scientists who participate as members of the SSC, its implementation panels, working groups, science teams, and meeting/workshop/conference organizing committees.

Four US federal agencies (National Aeronautics and Space Administration—NASA, National Oceanic and Atmospheric Administration—NOAA, National Science Foundation—NSF, and US Department of Energy—DOE) provide funding through multi-year cooperative agreements and grants with UCAR/CPAESS to host the Project Office in Washington DC.

What You Will Do

This position resides in the US Climate Variability and Predictability (US CLIVAR) Project Office, with the director and program specialist, providing meeting, financial, and operations management to advance multi-agency funded program goals.

This position has responsibility for operational program meeting logistics, coordinating annual agency funding requests, budget development and expenditure tracking, grant and proposal administration support, office operations administration, and federal/organizational policy compliance.

This position works independently, under minimal supervision, and is regularly expected to solve complex problems requiring considerable logic, analytical skill, and confidence applying innovative strategic approaches. This position will work closely with the director and program specialist at the Project Office in DC and will also coordinate and liaise with the program’s parent organizational body – the University Corporation for Atmospheric Research (UCAR) Cooperative Programs for the Advancement of Earth System Science (CPAESS) – located in Boulder, Colorado.

Event & Meeting Management

  • Manages logistics planning and execution for all US CLIVAR meetings, workshops, and conferences ranging in size and level of complexity – overseeing multiple services contractors, volunteers, and meeting support staff.

  • Serves as a logistical advisor to meeting organizing committees – developing and executing planning timelines; setting committee teleconferences; ensuring deadlines are met; advising on logistics, schedule, and budget considerations; managing abstract submission, registration, and participant databases.

  • Establishes, executes, and reconciles activity budgets for meetings, workshops, and conferences – developing meeting budgets based on size, scope, location, and timing in consultation with organizers and program director; supporting the planning and implementation of fundraising and sponsorship efforts; determining participant registration fee schedule to cover meeting costs; implementing procedures for collection of registration and other fees in accordance with UCAR policies and Federal regulations, collecting fees from participants and reconciling accounts.

  • Negotiates facilities and logistics contracts for meetings, workshops, and conferences under the purview of CPAESS/UCAR – ensuring compliance with terms for cancellation, attrition, and catering guarantees; reconciling vendor billing; resolving disputes.

  • Plans logistics in advance – providing logistics information for meeting website; sending logistics communications to participants; ordering and shipping meeting supplies, equipment, and signage in advance.

  • Arranges and provides on-site logistics support – interfacing with facilities staff from planning and set-up through take-down; providing check-in and meeting materials; making logistics announcements; ensuring audio-visual and technical support, catering of breaks, meals, and networking events, and local transportation arrangements, as funded.

  • Interacts with agency officials and scientists from a variety of cultural and political backgrounds.

Financial Management

  • Monitors meeting and event budgets as well as program office expenditures – maintaining real-time reports of expenses and account reconciliation; providing director and CPAESS business manager with regular assessments of financial status, potential problems, and solutions; adhering to Federal regulations, and agency terms and conditions.

  • Collaborates with the program director and CPAESS business manager to develop activity-specific and annual program budgets for the project office – utilizing UCAR financial planning resources; ensuring compliance with Federal regulations and CPAESS/UCAR policies, procedures, and timelines.

  • Works with CPAESS business manager to apportion and arrange annual agency funding contributions when interagency budget is approved – supporting communication with funding agencies to solve problems and expedite procedures.

  • Coordinates budget and accounting adjustments as necessary with CPAESS staff to avoid unexpected variances.

  • Conducts activity cost analysis and evaluates/updates estimating procedures.

  • Assists the director with the preparation of proposals in collaboration with CPAESS staff – preparing budget forms; ensuring completeness of proposal package; tracking progress through UCAR review and submission; ensuring compliance with UCAR policies, procedures and timelines.

  • Drafts administrative progress reports for submission to sponsoring agencies; coordinates with the CPAESS business manager for submission.

Travel Support

  • Makes domestic and international travel arrangements for approved travel of meeting participants – ensuring compliance with Federal and UCAR policy; providing instructions to travelers for expense reimbursement; ensuring completion of travel forms; furnishing visa letters for international participants, as needed.

  • Arranges travel for Project Office staff to meetings, workshops, and conferences.

Operations Management

  • Conducts space and property management – advising on space options and managing lease agreements; organizing records management in collaboration with CPAESS staff.

  • Arranges purchasing and shipping – keeping inventory and identifying needs and options; ordering supplies and equipment; administering shipping of materials and equipment; ensuring adherence to Federal and UCAR policy and guidelines.

  • Serves as the administrative liaison to CPAESS in day-to-day operations of the program.

What You Need

  • Bachelor’s Degree and 5 years meeting/event planning and operational support experience

  • Advanced knowledge of event and meeting planning, including logistical requirements, hotel contract policies and procedures, travel planning and procedures, audio/visual and presentation software options; transportation, and food and beverage. Basic familiarity with legal issues relevant to conference planning, including ADA, licensing, and liabilities.

  • Knowledge of broad range of administrative functions, policies, and procedures, e.g., budget planning, execution, and reconciliation; proposal, grants, and contract administration; space and facilities planning; domestic and international shipping.

  • Working knowledge of budget development and analysis, cost control, and project accounting. Skill in interpreting, translating and communicating (both written and oral) complex financial and organizational information. Working knowledge of exchange rates, wire transfers, and logistical issues involving international currency transactions.

  • Advanced written and oral communication skills. Advanced knowledge of English composition, grammar, spelling, punctuation, and usage.

  • Strong organizational and multi-tasking skills. Ability to work under deadline pressures and demonstrate flexibility to respond to changing plans and budgets.

  • Advanced skill in using computer equipment; proficiency in working in a networked computing environment.

  • Ability to interpret policies and procedures and guide others.

  • Ability to build partnerships and develop a network of contacts and resources.

  • Ability to communicate and interact with a diverse group of scientists, federal agency managers, and national/international science organizations.

  • Sensitivity to working in multicultural environments. Social, diplomatic, protocol, and political skills are required.

  • Ability to maintain confidentiality and use discretion when handling sensitive information; acting with integrity and exhibiting behavior that merits public trust and confidence.

  • Ability and willingness to travel up to 15% of time.

Desired Skills

  • Certified Meeting Professional Designation

  • Project Management Professional Certification

  • Proficiency in CMS (i.e. Drupal) and database management

Other Requirements

  • 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.

Salary Range Information:

  • $59,000 - $66,000/year

The University Corporation for Atmospheric Research (UCAR) is an equal opportunity/equal access/affirmative action employer that strives to develop and maintain a diverse workforce. 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 the University Corporation for Atmospheric Research (UCAR). We are committed to inclusivity and promoting an equitable environment that values and respects the uniqueness of all members of our organization.

Job Location

Washington, District of Columbia, United States

Position Type


Appointment Type

Regular, Full-Time (R1)