Senior Program Assistant - U.S. Science & Innovation Policy

The National Academies of Sciences, Engineering, and Medicine value diversity in our members, volunteers, and staff and strive for a culture of inclusion in our workplace and activities. Convening a diverse community to exchange ideas and perspectives enhances the quality of our work and increases our relevance as advisers to the nation about the most complex issues facing the nation and the world.

Keck Center

National Academy of Sciences Engineering Medicine

The National Academies of Sciences, Engineering, and Medicine provide independent, objective advice to inform policy with evidence, spark progress and innovation, and confront challenging issues for the benefit of society. We marshal knowledge and expertise across disciplines to study complex and sometimes contentious issues, reach consensus based on the evidence, and identify the best path forward.

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Full time

Overview: The Policy and Global Affairs Division is hiring a Senior Program Assistant to work in the U.S. Science and Innovation Policy Theme. The Policy theme aims to strengthen the U.S. research and innovation enterprise to advance national goals. Its goal is to be the premier entity that the government turns to for science and technology policy advice and to be a trusted source of advice for higher education, research institutions, and foundations.<br /><br />The Senior Program Assistant will be responsible for performing complex clerical and administrative duties for assigned program(s) or project(s) under minimal supervision including coordinating logistical and administrative aspects of meetings. The successful applicant will write, edit, and format routine correspondence. Interface with committee members and perform duties involving committee activities. Plan administrative aspects of unit and committee, forum, and other types of meeting. May participate in research efforts including collection, assembly, and tabulation of data, as well as researching and summarizing literature. The primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables to determine the proper course of action. The secondary function may involve basic research activities.<br /><br />
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. May serve as timesheet coordinator.</li> <li>Coordinates logistical arrangements for committee meetings, forums, workshops, etc. Assembles and reproduces agenda books and briefing materials. Provides administrative support for in-person and virtual meetings. Coordinates travel and lodging arrangements. Selects menu and arranges for support services. Registers attendees. Provides assistance at meetings and resolves issues.</li> <li>Performs basic research activities, including literature searches for staff and committee members. Gathers references. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.</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. Formats text and publications. Coordinates with printers/publishers to have materials printed.</li> <li>Responds to inquiries and follows up on communications. Communicates with members, sponsors, or other external customers, 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>Mentors and trains new support staff. Coordinates temporary help and may supervise work of temporary staff.</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.</li> <li>Where applicable, updates and maintains web pages.</li> </ul> <br />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> The supervisor is available to organize work, set objectives, and assist in problem resolution.</p> <p dir="LTR"><strong>Work Environment:&nbsp;</strong>Hybrid Office/Telecommute environment with the ability to work remotely up to 50% of the time, with occasional travel between National Academies&rsquo; facilities and to off-site meeting/sponsor locations.</p>