Meeting Planner

4 weeks ago

Charlottesville, United States Associated Universities, Inc. Full time

**Position Description**:
**Position Summary**

The National Radio Astronomy Observatory (NRAO) is a prestigious and diverse research and development organization that plays a vital role in the study of the universe. The Observatory is a hub for technological and scientific collaboration, operating state-of-the-art radio telescope facilities for use by the international scientific community. The NRAO also host conferences and workshops, providing opportunities to exchange ideas and expertise as well as build partnerships.

At NRAO we are seeking a part-time (.75 full-time equivalent (FTE)) Meeting Planner to work from our Charlottesville Headquarters who will create an event experience that positively represents the NRAO while running smoothly and on budget. Provides logístical, strategic leadership and support on all aspects of single and multiday scientific conferences and workshops sponsored by the Observatory from conception through execution and follow up. Partial telework is available for this position.

**What You Will be **Doing**:

- Generate and adhere to event budgets ranging from $30,000 - $250,000
- Research, solicit proposals, and negotiate all contracts with hotels, venues, A/V suppliers, and other vendors
- Drive all event logistics including site selection, time lines, website development, marketing, program support, registration, attendee communication, menus, on-site management, follow-up, financial audit and feedback survey analysis
- Chair logístical organizing committees; facilitate collaborative meetings of programmatic and logístical teams with an emphasis on diversity and inclusion awareness
- Improve understanding of meeting planning requirements and best practices across departments through guidance and consultation
- Increase value of meetings for stakeholders through networking opportunities, attention to diversity, and personalized communication
- Manage the Cvent integrated event management software tool
- Prepare, submit, and monitor procurement, purchase order, and fiscal procedures reports and reconciliations related to all conference costs
- Create required support materials
- Recruit and manage on site staff and volunteers as needed
- Proactive compliance with NRAO and government safety policies and procedures in relevant work areas
- Plan and support other internal and external events as needed

**Work Environment**

Work is mission driven, team oriented and typically performed in an office setting within a research or development environment.

**Who You Are**:

- You have at least an associate’s degree.
- You have five years experience in meeting planning including contract negotiation and facilitation.
- An interest in creating highly inclusive and effective events.

**Competency Summary**
- High level of competency in Microsoft software products and web-based systems, and SharePoint.
- Attention to detail is critical
- Highly organized
- Excellent communication skills

**Total Rewards**:
**Compensation**

AUI strives to attract and retain dedicated, highly qualified, competent, and motivated employees by offering competitive compensation and recognition for performance.

**Benefits**:
AUI’s benefits package addresses the needs of employees and their families with most benefits beginning on the first day of employment. AUI provides excellent paid time off (13 holidays, annual accrual of up to 24 vacation days and 15 sick days, additional time off for doctor/dentist visits, and 8 weeks of paid parental leave). Medical, dental and vision plans are effective on the first day of employment. AUI’s retirement benefit contributes an amount equal to 10 percent of a qualified participant’s base pay with no required employee contribution; we also offer an optional supplemental, tax-deferred plan for employee retirement contributions. Time off benefits are pro-rated for part-time employees.

**Application Instructions**:
Select the “Apply” button. Please be prepared to upload your current CV/Resume and a cover letter describing interest and suitability for the position.

**Equal Opportunity Employer Statement**:
**The NRAO is an equal opportunity employer (M/F/D/V)**

PM20

The National Radio Astronomy Observatory is a facility of the National Science Foundation operated under cooperative agreement by Associated Universities, Inc.

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