Senior Program Assistant - Gulf Research Program

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Keck Center

National Academy of Sciences Engineering Medicine

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Full time

Overview: REQ:&nbsp;R0001283<br /><br />In 2013, the National Academies of Sciences, Engineering, and Medicine established the Gulf Research Program (GRP) to enhance oil system safety and the protection of human health and the environment in the Gulf of Mexico and other U.S. outer continental shelf areas. The Program seeks to improve understanding of the region&rsquo;s interconnecting human, environmental, and energy systems and fostering application of these insights to benefit communities and ecosystems of the Gulf.<br /><br />Performs complex clerical and administrative duties for assigned program(s) or project(s) under minimal supervision. Coordinates logistical and administrative aspects of meetings. Writes, edits, and formats routine correspondence. Interfaces with committee members and performs duties involving committee activities. Plans administrative aspects of unit, committee, and other types of meeting. May participate in research efforts including collection, assembly, and tabulation of data, as well as researching and summarizing literature. May guide work of program assistants and temporary staff.<br /><br />Under minimal supervision, primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables to determine proper course of action. Secondary function may involve basic research activities. Uses pre-determined guidelines to assist in decision-making. Incumbent may lead and provide functional guidance to lower level support employees.
Responsibilities: <ul> <li>Performs routine and complex clerical and administrative tasks including word processing, copying, faxing, filing, answering and screening calls, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, and updates records, databases, and files.</li> <li>Coordinates logistical arrangements for committee meetings and workshops. Assembles and reproduces agenda books and briefing materials. Provides administrative support for meetings. Coordinates travel and lodging arrangements. Selects menu and arranges for support services. Registers attendees. Provides assistance at meetings and resolves issues.</li> <li>Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists. Provides administrative support with online grants management tool.</li> <li>Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures.</li> <li>Inputs edits and proofreads reports.</li> <li>Responds to inquiries and follows-up on communications. Communicates with members, stakeholders, or partnering organizations, answering questions and providing information.</li> <li>Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.</li> <li>Attends meetings, training classes, and workshops.</li> <li>Performs basic research activities. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.</li> <li>Where applicable, updates and maintains web pages.</li> </ul> NONESSENTIAL JOB DUTIES<br /> <ul> <li>Related duties and special projects as assigned.</li> </ul>
Requirements: <p dir="LTR"><strong>Required Knowledge, Skills, and Abilities</strong>: Proficiency in Microsoft Office Suite. Ability to plan and support extensive meeting activities. Ability to solve problems with supervisory consultation or by following procedures. Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication. Good communication and interpersonal skills with a proven ability to effectively interact with all levels of employees.</p> <p dir="LTR"><strong>Minimum Education/Training Requirements:</strong> High School Diploma, GED, or equivalent knowledge.</p> <p dir="LTR"><strong>Minimum Experience:</strong> Four years of related experience.</p> <p dir="LTR"><strong>Physical Capabilities: </strong>Ability to work at a computer for extended periods of time. Ability to travel.</p> <p dir="LTR"><strong>Required Licenses, Certification or Registration: </strong>None.</p> <p dir="LTR"><strong>Supervisory <span class="WLM2">Responsibilities/Controls:</span> </strong>Reports to program <span class="WLM2">coordinator/officer/director.</span> Supervisor is available to organize work, set objectives, and to assist in problem resolution.</p> <p dir="LTR"><strong>Work Environment: </strong>Office environment, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations.</p>