Senior Program Assistant - Science and Engineering Capacity Development

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Keck Center

National Academies of Sciences Engineering Medicine

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Full time

Overview: <strong>Req. No.: R0001613</strong><br /><br />The Policy and Global Affairs Division of the National Academies of Sciences, Engineering, and Medicine seeks a Senior Program Assistant for the Science and Engineering Capacity Development Theme (Capacity). The Capacity theme aims to develop scientific and engineering capacity in partnering institutions and mobilize human resources domestically and globally.<br /><br />Under minimal supervision, 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 consensus report activities. Plans administrative aspects of committee meetings including assisting with communication and dissemination tasks such as maintaining project web pages and sending updates to listservs and distribution lists. May participate in research efforts including collection, assembly, and synthesis literature, and use of reference management software. May guide work of program assistants and temporary staff. The primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables to determine proper course of action. The 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: <p>ESSENTIAL JOB DUTIES:<br /><br />1. <strong>Administrative:</strong> Performs routine and complex clerical and administrative tasks including word processing, copying, filing, answering and screening calls, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, and updates records, databases (e.g., attendee lists, worksheets for travelers), and files. &nbsp;Assembles and reproduces agenda books and briefing materials. Provides administrative support for meetings.<br /><br />2. <strong>Event planning and management:</strong> Coordinates logistical arrangements for committee meetings and workshops, webinars and web-based meetings. Coordinates travel and lodging arrangements. Selects menu and arranges for support services, including audiovisual and transcription. Registers attendees. Provides assistance at meetings and resolves issues.<br /><br />3. <strong>Basic research activities:</strong> Includes conducting or helping with literature searches for staff and committee members, and/or interfaces with library staff. Gathers and tracks references to help assemble workshop readings. May participate in other research efforts as needed.<br /><br />4. <strong>Contracts and reimbursement:</strong> Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures. Prepares documentation for contracts with writers and consultants, with guidance from the Office of Finance and Administration.<br /><br />5. <strong>Publications:</strong> Inputs edits and proofreads workshop publications. Formats text and sends drafts to speakers to review for accuracy. Coordinates with printers/publishers to have materials printed. Secures necessary permissions and forms for publication. Provides support with formatting, proofreading, and citations for individually-authored perspectives.<br /><br />6. <strong>Communication, dissemination, and information management:</strong> Responds to inquiries and follows-up on communications. Communicates with members, sponsors, or other external customers, answering questions and providing information. Updates applicable databases, and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists. Where applicable, updates and maintains web pages. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.</p> <p><br />7. <strong>Staff development:</strong> Attends meetings, training classes, and staff development workshops to develop and hone necessary skills. Mentors and trains new support staff. Coordinates temporary help and may supervise work of temporary staff.<br /><br /><strong>NONESSENTIAL JOB DUTIES</strong><br /><br />Related duties and special projects as assigned.</p>
Requirements: <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&rsquo; departments through effective communication. Good 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.<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 Re</strong>gistration: None.<br /><strong>Supervisory Responsibilities/Controls:</strong> Reports to director. Supervisor is available to organize work, set objectives, and to assist in problem resolution.