Senior Program Assistant - Division on Engineering and Physical Sciences

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. https://www.nationalacademies.org/

keywords: position summary,position details,about deps,compensation,administration,training and communication,planning,preparation,travel,research,required knowledge & skills,required abilities,minimum education/training requirements,minimum experience,physical capabilities,work environment

Full time

$22.15 - $27.69 per hour

Overview: Requisition Number: R0002300<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, 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. May guide work of program assistants and temporary staff.<br /><br />The mission of the Division on Engineering and Physical Sciences (DEPS) is to provide independent and authoritative science, technology, engineering and related policy advice to the federal government and to the nation and to promote communications between the science and technology community, the federal government, and the interested public.<br /><br />DEPS seeks to assess the role of science and technology in important public policy issues and to advance science and engineering, identifying needed research as well as improvements in data and research methods. In these ways, it fosters better science and technology and their use to support decisions on public policies and programs.<br /><br />DEPS’ work is organized around four broad areas:<br />•Unique government missions in defense, space, aerospace, and national security<br />•National infrastructure challenges such as energy and environmental systems, information and telecommunications, manufacturing and engineering design, civil engineering, and the constructed environment<br />•Science and engineering disciplines such as physics, astronomy, computer science and engineering, materials science and engineering, and the mathematical sciences and their applications.<br />•Continuing assessments of federal government laboratories and research programs.<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 lower level support employees.<br /><br />
Responsibilities: <p><strong>Administration<br /></strong>Performs routine and complex clerical and administrative tasks, including drafting correspondence, managing membership details, and tracking a variety of meeting and project related activities. Coordinate logistics across all of the program&rsquo;s projects to ensure overall program success.</p> <p><strong>Training and Communication<br /></strong>Attends meetings, training classes, and workshops relevant to position. Updates applicable databases and systems on a timely basis and uses organizational tools and strategies to ensure documents and files are accurately maintained and archived.</p> <p><strong>Planning<br /></strong>Coordinates and executes logistical arrangements for internal and external meetings, workshops, and symposia in both virtual and in-person settings.</p> <p><strong>Preparation<br /></strong>Coordinates and executes post-meeting tasks, such as preparing vouchers, reviewing and processing travel expense reports in compliance with applicable policies and procedures. Assembles meeting materials, which may include agendas, meeting summaries, or briefing books and distributes to meeting participants in advance of meeting and as a part of this process, uses timelines to ensure tasks are completed and executed in a timely manner.</p> <p><strong>Travel<br /></strong>For in-person meetings, coordinates travel and lodging arrangements, selects menus, arranges for support services (e.g. AV), and registers attendees.</p> <p><strong>Research<br /></strong>May perform basic research activities, including gathering citations and performing literature searches for staff and committee members.</p> <p><strong>NONESSENTIAL JOB DUTIES</strong><u><strong><br /></strong></u>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. BA/BS in a scientific or technical field preferred.</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> <p><strong>Compensation Range: </strong>The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $22.15 - $27.69 per hour. Compensation offered to the selected candidate will be based on the candidate&rsquo;s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range.</p> <p><strong>Work Environment:&nbsp;</strong>Hybrid Office/Telecommute environment, expected onsite percentage 40%, with occasional travel between National Academies&rsquo; facilities and to off-site meeting/sponsor locations.</p> <p><strong>The National Academies&rsquo; Statement on Diversity and Inclusion:<br /></strong>We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact.</p> <p>We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world.&nbsp;&nbsp;&nbsp;</p> <p><strong>Equal Opportunity Employer:<br /></strong>It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of&nbsp; race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws.&nbsp; It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.</p>