Posting Number

req14263

Department

Cancer Center Division

Department Website Link

Cancer Center Division

Location

UAHS - Tucson

Address

University of Arizona Cancer Center, 1515 N Campbell Ave. , Tucson, AZ 85724 USA

Position Highlights

The University of Arizona Cancer Center (UACC) is a National Cancer Institute (NCI)-designated comprehensive cancer center dedicated to the prevention and cure of cancer through patient care, research, and education. The UACC has recently been re-designated as a National Cancer Institute Comprehensive Cancer Center. The UACC is the only NCI-Designated Comprehensive Cancer Center headquartered in the State of Arizona and one of only 53 in the nation.

The UACC is seeking a Conference and Events Planner II to coordinate conferences, special events, academic program events and meetings, from conception through clean up and supports faculty recruitment in coordination with Cancer Center Administration. Coordinates with internal external constituents to plan, organize, schedule, and execute event details related to location scouting and booking, speaker support for travel and lodging, invitations/registration, catering, entertainment, technology, equipment, staffing, and other relevant activities.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work‐life programs.

Duties & Responsibilities

• UACC Special Events:
  • Point of contact and organizer for all events, retreats, symposiums, and special meetings, including support for faculty recruitment.
  • Proactively identify solutions to complex issues prior to occurrence requiring significant innovation and creativity to ensure positive outcomes.
  • Ability to manage issues and last-minute developments related to events as they occur to ensure seamless operation.
  • Represent the Cancer Center in communication with management, external departments, faculty, potential faculty recruits and stakeholders regarding events.
  • All related activities to these events, such as advertising, travel arrangements, hotel and
    dining accommodations, audio-visual needs, reimbursements, and honorarium.
  • Planning, tracking and maintaining the budget for all UACC events.
  • Planning and organizing the annual retreat with PI representatives.
  • Be on hand during events to help with the event.
  • Drafting and sending invitation letters and initiating contacts with guest speakers, generate
    correspondence to facilitate their visit, reach out to UACC faculty to develop and organize schedules for event speakers.
  • Contacting vendors and setting up food for all UACC events.
  • Work in coordination with project managers, senior leaders, and administrators to facilitate a seamless progression of all events.
  • Communicate events to UAHS, UA and other colleges and departments.
  • Collaborate with other departments on an ad hoc basis project.
  • Planning and organizing the holiday party.
• UACC Academic Programs:
  • Schedule and organize all grand rounds, special seminars, seminar series and meetings in the UACC.
  • Coordinate and schedule academic program meetings through communication with program and board leaders.
  • All related activities to these meetings, such as advertising, travel arrangements, hotel and dining accommodations, audio-visual needs, reimbursements, and honorarium.
  • Represent the Cancer Center in communication with management, external departments, faculty, potential faculty recruits and stakeholders regarding academic events.
  • Organize and send out announcements for all internal meetings related to UACC.
  • Enter and update seminars, special seminars, and program meeting information to the website and video monitor board and inform cancer center members.
  • Enter and update the information regarding all internal UACC meetings.
  • Draft and send invitation letters and initiate contacts with guest speakers, faculty recruitment and generate correspondence to facilitate their visit.
  • Coordinate faculty recruitment presentations and meetings with UACC members.
  • Support faculty recruitment travel arrangements, scheduling presentations, coordinating faculty meeting schedules.
  • Work in coordination with project managers, senior leaders, and administrators to facilitate a seamless progression of all academic events.
  • Communicate events to UAHS, UA and other colleges and departments.
  • Collaborate with other departments on an ad hoc basis project
• Administration:
  • Draft letters and initiate contact with speakers.
  • Generate correspondence to facilitate visits.
  • Responsible for lodging accommodation reservations.
  • Process all reimbursements.
  • Create and print all advertisement materials associated with events.
  • Contact vendors and set up food and audio-visual equipment.
  • Communicate with UACC Faculty to develop and organize schedules for seminars.
  • Be on hand during events to help with the event production.
  • Responsible for room reservations and set up/take down of meeting rooms.
  • Take and transpose meeting minutes.
  • Work with the Administrator on an ad hoc project basis.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Ability to regularly work a flexible schedule to include nights and weekends.
• Excellent written, verbal, and presentation skills.

Minimum Qualifications

Preferred Qualifications

FLSA

Non-Exempt

Full Time/Part Time

Full Time

Number of Hours Worked per Week

40

Job FTE

1

Work Calendar

Fiscal

Job Category

University Operations

Benefits Eligible

Yes - Full Benefits

Rate of Pay

$23.55 - $30.76

Compensation Type

hourly rate

Grade

7

Career Stream and Level

PC2

Job Family

Conference & Events

Job Function

University Operations

Type of criminal background check required:

Name-based criminal background check (non-security sensitive)

Number of Vacancies

1

Target Hire Date

Expected End Date

Contact Information for Candidates

Teri Bankhead | tbankhead@arizona.edu

Open Date

3/30/2023

Open Until Filled

Yes

Documents Needed to Apply

Resume and Cover Letter

Special Instructions to Applicant

Application: The online application should be completed in its entirety.

Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.