Administrative Assistant - NAE President's Office

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.

NAS Building

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.

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Full time

Overview: Provides complex administrative and staff support services to the office of the NAE President, membership director and other senior staff. Oversees meeting and travel arrangements and prepares related materials. Serves as administrative liaison to both internal and external customers. Prepares reports, statistics, and maintains records. May assist in budget preparation or control activities. <br /><br />Founded in 1964, the National Academy of Engineering (NAE) is a private, independent, nonprofit institution that provides engineering leadership in service to the nation. The mission of the National Academy of Engineering is to advance the welfare and prosperity of the nation by providing independent advice on matters involving engineering and technology, and by promoting a vibrant engineering profession and public appreciation of engineering.<br /><br />The NAE is part of The National Academies of Sciences, Engineering, and Medicine. The NAE operates under the same congressional act of incorporation that established the National Academy of Sciences, signed in 1863 by President Lincoln. Under this charter the NAE is directed "whenever called upon by any department or agency of the government, to investigate, examine, experiment, and report upon any subject of science or art."<br /><br />Under general supervision, incumbent provides complex administrative support for the NAE President&rsquo;s office and Membership office, utilizes databases to support the work of both offices, and provides strong administrative support to presidential committees and other committees as assigned. Work requires continuous use of detailed knowledge of organizational operations, procedures, and staff. May establish processes/procedures to ensure the effective and efficient operation of routine support functions.
Responsibilities: <ul> <li>Performs a variety of advanced office tasks, including writing and editing correspondence, maintaining office calendars, and responding to email. Arranges conference calls. Creates, maintains, and updates records, databases, and files.</li> <li>Plans and coordinates travel, lodging, and other logistics for meetings. Coordinates meeting space, equipment, and catering needs. Prepares meeting materials. Prepares documents to support unit activities.</li> <li>Prepares and processes invoices, purchase orders, and travel vouchers. May run reports using Academies financial system. Monitors and tracks expenditures for budget process. Interfaces with staff on issues relating to project activity numbers and related charges, proposals, monthly reports, and invoices. Coordinates and tracks consultant agreements, sub contracts, and proposals.</li> <li>Maintains direct knowledge of institutional policies and procedures affecting the unit&rsquo;s work and ensures assignments are carried out in accordance with these policies and procedures. Serves as a resource on National Academies&lsquo; policies, procedures, and practices. Serves as point of contact for the office and unit.</li> <li>Researches and compiles information and prepares reports for special projects.</li> <li>Mentors and trains new support staff employees. Coordinates workflow for support staff in unit. Coordinates temporary help and may supervise temporary staff.</li> </ul> <br /><br /><strong>NONESSENTIAL JOB DUTIES</strong><br /> <ul> <li>Related duties and special projects as assigned.</li> </ul>
Requirements: <strong>Required Knowledge, Skills, and Abilities: </strong>Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to solve problems using selection and application of extensive procedures, precedents, and rules. Ability to operate with some latitude for independent judgment and action. Ability to work successfully in a team environment. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies&rsquo; departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees. Ability to use Excel required.<br /><strong>Minimum Education/Training Requirements: </strong>High school diploma, GED, or equivalent knowledge.<br /><strong>Minimum Experience: </strong>Six years of administrative or clerical experience.<br /><strong>Physical Capabilities: </strong>Ability to work at a computer for extended periods of time.<br /><strong>Required Licenses, Certification or Registration: </strong>None.<br /><strong>Supervisory Responsibilities/Controls: </strong>Reports to director. Supervisor is available to set priorities and objectives and assist in problem resolution.