Program Coordinator - Division on Earth and Life Studies

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Keck Center

National Academy of Sciences Engineering Medicine

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Full time

Overview: REQ:&nbsp;R0001280<br /><br />This position supports classified activities for the Climate Security Roundtable and other projects and activities within the Board on Atmospheric Sciences and Climate, other boards in the Division on Earth and Life Studies, and collaborations across the National Academies of Sciences, Engineering, and Medicine.<br /><br />A TS/SCI security clearance is required.<br /><br />JOB SUMMARY<br />Incumbent provides overall support for classified projects and activities, including National Academies&rsquo; committees, fora, and workshops. Performs administrative, research, and report production tasks. Coordinates and administers processes specific to working with classified materials. Has primary responsibility for ensuring administrative responsibilities for classified projects and activities are successfully carried out. Compiles and summarizes information for the development/revision of a variety of documents and other materials. <br /><br />Proceeds on own initiative in compliance with policies, procedures, and practices, but receives guidance from supervisor, directors, and Office of Program Security staff. Work requires detailed knowledge of procedures for working with classified information, as well as National Academies&rsquo; organizational operations, policies, and procedures. Ensures the effective and efficient operation of support functions.
Responsibilities: <ul> <li dir="LTR">Organizes and executes overall administrative facets of classified projects and activities. As appropriate, coordinates activities with the Office of Program Security, Information and Technology Services, Office of Contracts and Grants, Office of the General Counsel, sponsors, etc.</li> <li dir="LTR">Provides logistical arrangements for meetings, including compilation and production of agenda books and briefing materials, coordination of travel and lodging, and selection of venue, menu, and support services. Invites presenters and participants. Provides support during meetings, including providing assistance and resolving issues. Promotes security awareness of classified meetings and materials. Prepares written summaries.</li> <li dir="LTR">Serves as a resource to other administrative staff and may assign tasks and provide work direction for classified projects and activities. Ensures organizational and security policies and procedures are followed.</li> <li dir="LTR">Communicates with committee, forum, and workshop members and other external program or project contacts. Facilitates the flow of information among members, consultants, program or project sponsors, and staff. Researches and responds to inquiries from staff, members, sponsors, etc.</li> <li dir="LTR">Performs literature searches. Gathers references. Participates in research efforts including collection, assembly, and tabulation of data and summarizing literature.</li> <li dir="LTR">Compiles and summarizes information for the development/revision of a variety of documents. Performs administrative tasks including writing and editing correspondence, checking appropriate classification markings in and on documents, safeguarding materials appropriately, and creating and maintaining records and databases.</li> <li dir="LTR">Provides assistance to senior staff in the report production and response to review processes. &nbsp;&nbsp;May lead coordination of dissemination of classified products. Formats text and publications and enters revisions into text.</li> <li dir="LTR">Performs <span class="WLM2">administrative-related</span> Federal Advisory Committee Act (FACA) compliance tasks and ensures administrative activities and security requirements are in compliance.</li> <li dir="LTR">Updates applicable databases and systems on a timely basis and ensures classified documents and files are accurately maintained, stored, and archived or destroyed. Maintains email and distribution lists. May update and maintain web pages.</li> </ul> <p dir="LTR"><strong>NONESSENTIAL JOB DUTIES</strong></p> <ul> <li dir="LTR">Related duties and special projects as assigned.</li> </ul>
Requirements: <p dir="LTR"><strong>Required Knowledge, Skills, and Abilities:</strong>&nbsp;Proficiency in Microsoft Office Suite. Ability to plan and support extensive meeting activities. Ability to provide work direction and lead others in the successful execution of administrative tasks. Ability to solve intellectual problems using some latitude for independent judgment and discretion and the initiative to ensure administrative tasks are accomplished. 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. Excellent 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:&nbsp;</strong>High School Diploma, GED, or equivalent knowledge.</p> <p dir="LTR"><strong>Minimum Experience:&nbsp;</strong>Six years of related experience, one of which was in a supervisory or working lead capacity. Existing security awareness and training a plus.</p> <p dir="LTR"><strong>Physical Capabilities:&nbsp;</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>&nbsp;<strong>TS/SCI security clearance required.</strong></p> <p dir="LTR"><strong>Supervisory <span class="WLM2">Responsibilities/Controls:</span></strong>&nbsp;Reports to program officer/director. Sets objectives with supervisor. Supervisor is available when needed to assist in problem resolution. Leads or supervises the work of subordinate staff.</p> <p dir="LTR"><strong>Work Environment:</strong>&nbsp;Office environment, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations.</p>