Senior Program Assistant - Committee on Science, Technology, and Law

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.

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Full time

Overview: <strong>Req. No.: R0001888</strong><br /><br />The National Academies of Sciences, Engineering, and Medicine is hiring a Senior Program Assistant in the Policy and Global Affairs Division. The Policy theme aims to strengthen the U.S. research and innovation enterprise to advance national goals by providing independent science and technology policy advice to the government and by being 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 programs and projects for the Committee on Science, Technology, and Law and the Board on Science, Technology, and Economic Policy.<br /><br />The successful applicant will write, edit, and format routine correspondence, including maintaining project web pages and sending updates to listservs and distribution lists. Interface with committee/roundtable members and perform duties involving committee/roundtable activities. Plan administrative aspects of unit and committee, forum, and other types of meetings. 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.
Responsibilities: <ul> <li><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.</li> <li><strong>Event planning and management</strong>: Coordinates logistical arrangements for committee meetings, forums, 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.</li> <li><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.</li> <li>&nbsp;<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 senior staff.</li> <li><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.</li> <li><strong>Communication</strong>, dissemination, and information management: 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.</li> <li><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.</li> </ul> <p><br /><strong>NONESSENTIAL JOB DUTIES</strong></p> <p>Related duties and special projects as assigned.</p>
Requirements: <p><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><strong>Minimum Education/Training Requirements:</strong>&nbsp;High School Diploma, GED, or equivalent knowledge.</p> <p><strong>Minimum Experience:</strong>&nbsp;Four years of related experience.</p> <p><strong>Physical Capabilities:&nbsp;</strong>Ability to work at a computer for extended periods of time. Ability to travel.</p> <p><strong>Required Licenses, Certification or Registration:&nbsp;</strong>None.</p> <p><strong>Supervisory Responsibilities/Controls:&nbsp;</strong>Reports to program coordinator/officer/director. Supervisor is available to organize work, set objectives, and to assist in problem resolution.</p>