Job Description Summary:
**Cover Letter Required**The Science and Engineering Capacity Development theme is seeking a full-time Senior Program Assistant to support a portfolio of domestic and international programs developing the capacity of rising science leaders in the United States and abroad. The incumbent will support the administrative, communication, and logistical aspects of assigned programs.
Assigned programs fall under the Science and Engineering Capacity Development theme in the Policy and Global Affairs (PGA) division at the National Academies of Sciences, Engineering, and Medicine. This theme aims to develop scientific and engineering capacity in partnering institutions and mobilize human resources domestically and globally. The theme includes fellowships and training programs with a special focus on early career development (New Voices, Mirzayan Fellowship), interdisciplinary collaboration and convergence research (Arab-American Frontiers, US-Africa Frontiers, Connections to Sustain Science in Latin America), network building (Accelnet PEER2PEER) and institutional capacity building of partner academies worldwide.
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 stakeholders and performs duties involving program activities. Plans administrative aspects of assigned programs. May guide work of program assistants and temporary staff.
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. Uses pre-determined guidelines to assist in decision-making.
Job Description:
ESSENTIAL JOB DUTIES:
1. Performs routine and complex clerical and administrative tasks including word processing, copying, answering and screening emails and calls, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, updates, and archives records, databases, and files. Creates surveys for program monitoring and evaluation and compiles reports.
2. Coordinates domestic and international logistical arrangements for working groups, conferences, webinars, and meetings. Assembles and reproduces agenda books and briefing materials. Provides administrative and technical support for meetings and resolves issues. Coordinates travel and lodging arrangements. Selects menu and arranges for support services. Registers attendees. Provides assistance at meetings and resolves issues.
3. Prepares and processes payments for invoices. Reviews, and processes travel expense reports in compliance with applicable policies and procedures.
4. Inputs edits and proofreads program agendas, process documentation, and other externally and internal facing materials. Formats text, guides, and publications. Coordinates with printers/publishers to have materials printed and/or integrated into online websites.
5. Proactively responds to inquiries, follows-up on communications until issues are resolved, and reaches out to seek guidance when needed. Communicates with members, sponsors, or other external customers, answering questions and providing information.
6. Attends meetings, training classes, and workshops.
7. Mentors and trains new support staff. Coordinates temporary help and may supervise work of temporary staff.
8. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.
9. Where applicable, updates and maintains web pages and social media accounts.
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. Cultural sensitivity and international experience desired.
Minimum Education/Training Requirements: High School Diploma, GED, or equivalent knowledge.
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 $23.04 - $28.79 per hour, plus potential overtime. 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. This is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance. For more information, please click here.
Work Environment: Hybrid office environment, 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.
Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.
Job Family:
PROG