Senior Program Assistant - Transportation Research Board

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 Academies of Sciences Engineering Medicine

<br /><br />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.

keywords: the board,the opportunity,sponsor stewardship & program development/mgmt,project administration,event planning and management,basic research activities,mentorship and staff development,education,experience,knowledge, skills, and abilities,collaboration,communication,leadership

Full time

Overview: <strong>Req. No.: R0001566</strong><br /><br />As part of the National Academies of Sciences, Engineering, and Medicine, the Transportation Research Board (TRB) provides leadership in transportation improvements and innovation through trusted, timely, impartial, and evidence-based information exchange, research, and advice regarding all modes of transportation. For example, committees, researchers, and staff are currently focused on advancing resilient infrastructure, exploring transformational technology, and caring for the public&rsquo;s health and safety. For more, please see the TRB 2021 Annual Report. TRB&rsquo;s mission is divided into three primary roles: Research, Convene, Advise. <br /><br />Cooperative Research Programs (CRP) is a customer-focused, applied research management program. Stakeholder involvement is the most significant success factor; the end users of our research are involved throughout the process, from identification of needs, selection of research projects, technical oversight, and implementation of the results. Our partnerships provide a link between the federal government and the research users, including state departments of transportation, airport and transit operators, and state highway safety offices. <br /><br />Currently we have active research programs in the areas of highways, transit, airports, and behavioral traffic safety. CRP also manages research for other organizations on request. This includes research and evaluation support activities on behalf of FHWA and the American Association of Motor Vehicle Administrators.<br /><br />The Senior Program Assistant 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 and committee, and other types of meetings. 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 temporary employees.
Responsibilities: <p><strong>ESSENTIAL JOB DUTIES:</strong></p> <ul> <li>Performs routine and complex clerical and administrative tasks including word processing, copying, faxing, filing, answering and screening calls and emails, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, and updates records, databases, and files. Performs duties in alignment with the consistent application of organizational policies.</li> <li>Coordinates logistical arrangements for committee meetings, forums, workshops, etc., including compilation and production of agenda books and briefing materials, coordination of travel and lodging arrangements, and selection of venue, menu, and support services. Invites presenters and participants. Oversees support and administrative activities during meetings, including providing assistance and resolving issues. Prepares written summaries.</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>Performs financial tasks related to assigned programs and projects. Prepares vouchers and may review and approve travel expense reports. Tracks and monitors spending. Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures.&nbsp; Assists panel members and staff with completing travel expense reports.</li> <li>Writes, edits, and proofreads correspondence, reports and transmittal memoranda. Formats text and publications. Coordinates with editors, printers/publishers (Reprographics) to have materials printed. Compiles and summarizes information for the development/revision of a variety of documents. Performs other administrative tasks including report mailings, and creating and maintaining records and databases.</li> <li>Communicates promptly with committee, forum, and workshop members, consultants, 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>May perform administrative-related Federal Advisory Committee Act (FACA) compliance tasks.</li> <li>Attends meetings, training classes, and workshops.</li> <li>May mentor and train new support staff. May coordinate temporary help with Program Operations Manager and 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 in TRB and in specific CRP software systems.</li> <li>Updates and maintains project and other web pages and may prepare program announcements.</li> </ul> <p>&nbsp;</p> <p><strong>NONESSENTIAL JOB DUTIES</strong></p> <p>Related duties and special projects as assigned.</p>
Requirements: <strong>Required Knowledge, Skills, and Abilities: </strong>Proficiency in Microsoft Office Suite. Ability to quickly understand and learn new software tools such as WorkFront, Aptify, and Alchemer. Practical experience in Adobe Acrobat for PDF products. Ability to plan and support extensive meeting activities. Ability to be organized and provide timely successful execution of administrative tasks in support for three Senior Program Officers (SPOs). 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&rsquo; departments through effective communication. Excellent communication and interpersonal skills with a proven ability to effectively interact with all levels of employees.<br /><strong>Minimum Education/Training Requirements: </strong>High School Diploma, GED, or equivalent knowledge.<br /><strong>Minimum Experience: </strong>Four years of related experience, one of which was in a supervisory or working lead capacity.<br /><strong>Physical Capabilities: </strong>Ability to work at a computer for extended periods of time. Ability to travel.<br /><strong>Required Licenses, Certification or Registration</strong>: None.<br /><strong>Supervisory Responsibilities/Controls:</strong> Reports to program operations manager/director. Supervisor is available to organize work, set objectives, and to assist in problem resolution.