Senior Program Assistant - Division on Engineering and Physical Sciences

Description

ESSENTIAL JOB DUTIES :

Administration

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’s projects to ensure overall program success.

Training and Communication

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.

Planning

Coordinates and executes logistical arrangements for internal and external meetings, workshops, and symposia in both virtual and in-person settings.

Preparation

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.

Travel

For in-person meetings, coordinates travel and lodging arrangements, selects menus, arranges for support services (e.g. AV), and registers attendees.

Research

May perform basic research activities, including gathering citations and performing literature searches for staff and committee members.

NONESSENTIAL JOB DUTIES

Related duties and special projects as assigned.

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities : 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.

Minimum Education / Training Requirements : High School Diploma, GED, or equivalent knowledge. BA / BS in a scientific or technical field preferred.

Minimum Experience : Four years of related experience.

Physical Capabilities : Ability to work at a computer for extended periods of time. Ability to travel.

Required Licenses, Certification or Registration : None.

Supervisory Responsibilities / Controls : Reports to program coordinator / officer / director. Supervisor is available to organize work, set objectives, and to assist in problem resolution.

Compensation Range : 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’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.

Work Environment : Hybrid Office / Telecommute environment, expected onsite percentage 40%, with occasional travel between National Academies’ facilities and to off-site meeting / sponsor locations.

The National Academies’ Statement on Diversity and Inclusion :

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.

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.

Equal Opportunity Employer :

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 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.

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.

Job Family : PROG

PROG

Employee Type : Employee

Employee

Scheduled Weekly Hours :

37.5

City / State :

Washington, District of Columbia