Program Coordinator - Board on Behavioral, Cognitive, and Sensory Sciences
The National Academy of Sciences, National Academy of Engineering, and National Academy of Medicine work together as the National Academies of Sciences, Engineering, and Medicine to provide independent, objective analysis and advice to the nation and conduct other activities to solve complex problems and inform public policy decisions. The National Academies also encourage education and research, recognize outstanding contributions to knowledge, and increase public understanding in matters of science, engineering, and medicine.
The Division on Behavioral and Social Sciences and Education (DBASSE) focuses the knowledge, analytical tools, and methods of the behavioral and social sciences on some of the nation's most pressing issues in efforts to understand them and to contribute to their solution. Our areas of expertise include (but are not limited to) anthropology, child development, demography, economics, education, history, law, gerontology, linguistics, political science, psychology, sociology, and statistics.
The Board on Behavioral, Cognitive, and Sensory Sciences (BBCSS) was created to offer the best analysis and judgment of the scientific community to inform decisions on pressing policy issues, and to assist in setting research agendas that are emerging in these scientific fields. The objective is to anticipate the policy issues likely to arise as a result of new developments in these sciences.
The Program Coordinator coordinates and oversees the work of support staff handling clerical, administrative, and logistical aspects of meetings. Provides work direction and assists with the daily supervision of support staff and temporary help, ensuring administrative responsibilities are successfully carried out through subordinate staff. Compiles and summarizes information for the development/revision of a variety of documents and reports. Participates in research efforts. Serves as liaison between program or board and related external customers, members, sponsors, and organizations on clerical and administrative matters.
Incumbent coordinates the work of subordinate staff to successfully provide administrative support for programs. Proceeds on own initiative in compliance with policy, procedures, and practices, but receives guidance or expertise from supervisor or higher-level staff when needed.
Provides guidance and work direction to subordinate employees Incumbent may establish processes/procedures to ensure the effective and efficient operation of routine clerical and administrative functions.
ESSENTIAL JOB DUTIES:
1. Organizes and coordinates overall administrative facets of programs/projects, including identifying workflow needs, developing procedures and recordkeeping systems, and ensuring administrative aspects of programs/projects are successfully executed.
2. Provides administrative support for some board activities including logistical arrangements for meetings, including compilation and production of agenda books and briefing materials, coordination of travel and lodging arrangements, and selection of venue, menu, and support services. Invites presenters and participants. Oversees support and administrative activities during meetings, including providing assistance and resolving issues. Prepares written summaries.
3. Supervises and serves as mentor and resource to support staff. Assigns tasks, provides work direction, and offers guidance and feedback to support staff. Supervises temporary employees. Interprets and ensures consistent application of organizational policies.
4. Communicates with committee, forum, and workshop members and other external program or project contacts. Facilitates the flow of information among members, consultants, program or project sponsors, and staff. Researches and responds to inquiries from staff, members, sponsors, etc.
5. Performs literature searches. Gathers references. Participates in research efforts including collection, assembly, and tabulation of data and summarizing literature.
6. Compiles and summarizes information for the development/revision of a variety of documents. Performs administrative tasks including writing and editing correspondence, coordinating mailings, and creating and maintaining records and databases. May serve as Timesheet Coordinator.
7. Provides assistance to senior staff in the response to review and participates in dissemination activities.
8. Formats text and publications and enters revisions into text. Collaborates with printers/publishers on the publication and distribution of materials.
9. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks and ensures administrative activities are in compliance.
10. Performs financial tasks related to assigned programs/projects including board operations. Prepares vouchers and reviews and approves travel expense reports. Tracks and monitors spending. Prepares relevant documentation and tracks contracts, invoices, and consultant agreements
11. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.
12. Updates and maintains web pages and prepares newsletters and other promotional materials. Assist with the development and implementation of board level marketing activities.
NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Proficiency in Microsoft Office Suite. Ability to plan and support extensive meeting activities. Ability to provide work direction and lead others in the successful execution of administrative tasks. Ability to solve intellectual problems using some latitude for independent judgment and discretion and the initiative to ensure administrative tasks are accomplished. Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to manage complex financial assignments including project tracking and reporting. 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. Excellent written, verbal, and interpersonal skills with a proven ability to effectively interact with all levels of employees.
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