University of Arizona Cancer Center Special Events:
- Coordinate day-of event activities and direct volunteers and student workers to support operational efficiency. Point of contact and organizer for all events, retreats, symposiums, and special meetings.
- 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, and stakeholders in regard to events.
- All related activities to UACC events, such as marketing, travel arrangements, hotel and dining accommodations, audio-visual needs, equipment rentals, catering, promotional items, reimbursements and honorariums.
- Planning, tracking and maintaining the budget for all UACC events.
- Planning, organizing, and executing the UACC annual scientific retreat.
- Plan, organize, and execute the UACC annual holiday party.
- Initiate contact with guest speakers, generate correspondence to facilitate their visit, coordinate meetings with UACC faculty.
- Work in coordination with project managers, senior leaders and the Administrator to facilitate seamless events.
- Coordinate with UACC Communications regarding event information for the UACC website, on social media, the UACC newsletters, and video monitor boards to inform cancer center members and others regarding events.
- Communicate events to UA and other colleges and departments.
- Collaborate with other departments on ad hoc project basis.
University of Arizona Cancer Center Academic Programs:
- Schedule and organize special seminars, seminar series and meetings in the UACC.
- Communicate with program and board leaders to schedule academic program meetings.
- Manage all related activities to these meetings and seminars, such as marketing, guest speaker travel arrangements, hotel and dining accommodations, audio-visual needs, equipment rentals, catering, reimbursements and honorariums.
- Organize, create and send out announcements for all internal meetings related to UACC.
- Coordinate with UACC Communications to update seminars, special workshops, program meeting information to the website and video monitor boards to inform cancer center members.
- Initiate contact with guest speakers and faculty recruitment applicants and generate correspondence to facilitate their visit.
- Coordinate faculty recruitment applicant presentations and meetings with UACC members.
- Support faculty recruitment travel arrangements, assist in scheduling presentations, and coordinating faculty meeting schedules.
- Work in coordination with project managers, senior leaders and the Administrator to facilitate seamless academic events.
- Communicate events to ORP, UA and other colleges and departments.
- Collaborate with other departments on ad hoc project basis.
Administration:
- Maintain administrative records and compliance documentation to adhere to university policies.
- Establish budgets for events, track expenditures, and report out to administration.
- Manage the annual event and academic program calendar, noting conflicts or capacity concerns.
- Purchase items for events and meetings; process all reimbursements.
- Manage inventory of all event and meeting materials such as sign holders, A-frames, banners, giveaways and other related items.
- Create and distribute all advertising materials associated with events and meetings.
- Manage meeting room reservations, Zoom coordination 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:
- Excellent communication skills. Ability to manage multiple project timelines.
- Ability to work evenings and weekends as necessary.
