Administrative and Financial Specialist - Executive Office
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.
National Academy of Sciences Executive Office (NASEO) is responsible for the Academy's membership activities and meetings, its governing council, its scientific programs, the publication of the journal of original research (PNAS) and Arts in the Academy programs.
The Administrative and Financial Specialist in the NAS Executive Office provides administrative support to the Associate Executive Director, supports administrative and finance needs for the Executive Office, and supports special projects and events.
ESSENTIAL JOB DUTIES:
1. The successful candidate will support the Associate Executive Director with calendar coordination, travel arrangements, expense reimbursements, correspondence, and report preparation
2. Coordinate office activities by distributing interoffice communications, scheduling staff meetings, coordinating purchases and office/workstations setups, ensuring that the office infrastructure is in good working order, and requesting temporary help
3. Coordinate financial activities by tracking the status of purchase orders and consulting agreements, processing membership dues transactions, generating financial reports, processing payments, reconciling financial reports, and reviewing monthly financial transaction reports
4. Support special events, which may include managing invitation lists, tracking responses, and coordinating travel arrangements
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to solve problems using selection and application of extensive procedures, precedents, and rules. Ability to operate with some latitude for independent judgment and action. Ability to work successfully in a team environment. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies’ departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees.
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