Program Coordinator - Cooperative Research Programs
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 Transportation Research Board (TRB) is one of seven major program units of the National Academies of Science, Engineering, and Medicine. The Board's mission is to provide leadership in transportation innovation and progress through research and information exchange, conducted within a setting that is objective, interdisciplinary, and multimodal.
The Airport Cooperative Research Program (ACRP) was authorized in federal aviation legislation and funding is made available through the annual federal appropriations process. ACRP, which began in 2006, is an industry-driven applied research program that develops near-term, practical solutions to problems faced by airport operators. The program is sponsored by the Federal Aviation Administration (FAA). Research topics are selected by an independent governing board appointed by the U.S. Secretary of Transportation that includes individuals from airports, universities, FAA, and the aviation industry.
The Program Coordinator coordinates the work of ACRP support staff handling clerical, administrative, and logistical aspects of meetings and correspondence. Assists with the daily supervision of temporary help and onsite contracted support services, ensuring administrative responsibilities are successfully carried out. Compiles and summarizes program information for the development or revision of a variety of program status documents.
Serves as liaison between program and related external customers, members, sponsors, and organizations on clerical, communications, and administrative matters. Coordinates program-level communications with different target audiences, including targeted practitioners, project contractors, industry associations, and broader the airport community. Coordinates required communications tasks between program staff and external customers, members, sponsors, and organizations. Periodically reports status to program manager. Uses written and verbal skills to create a wide range of product and program communication material.
Coordinates work and provides administrative support to SPO and program manager for ACRP research projects. Proceeds on own initiative in compliance with policies, procedures, and practices, but receives guidance or expertise from supervisor or higher-level staff when needed. Coordinates and provides guidance to ACRP support staff. 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 ACRP and projects, including identifying workflow needs, developing procedures and recordkeeping systems, and ensuring administrative aspects of programs/projects are successfully executed.
2. Coordinates work among ACRP support staff and handles 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. Provides support and administrative activities during meetings, including providing assistance and resolving issues. Prepares written summaries.
3. Serves as mentor and resource to ACRP 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 data collection. Gathers impact data for tracking purposes. Participates in tracking efforts including collection, analysis, and tabulation of data and summarizing implementation and impacts from ACRP research for tracking purposes.
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.
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 financial tasks related to assigned programs/projects. Prepares vouchers and reviews and approves travel expense reports. Tracks and monitors spending. Reviews ACRP Diner’s charges for office supply and exhibiting materials and fees. Providing invoices for charges and appropriate documentation to members of TRB Administration and Finance for card reconciliation.
10. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.
11. Updates and maintains web pages and prepares newsletters and other promotional materials.
12. Provides annual industry conference support. Secures hotel space for ACRP program Officers. Coordinates and finalizes exhibiting trade agreements with between ACI-NA, AAAE, NASAO and others and TRB.
13. ACRP Ambassador Program: In conjunction with dissemination contractor, ACRP Exhibit Booth and or materials sent to conferences for ACRP Ambassadors attending various annual US airport industry conferences/events. Purchasing and maintenance of materials and hardware for TRB staff and contractor tasked with daily Ambassador Duties.
14. Maintains Inventory of all ACRP series reports and other published products stored onsite. These materials are used for ACRP staff request, sponsor request, conference and Ambassador Program supplies.
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 work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies’ departments through effective communication. Excellent communication and interpersonal skills with a proven ability to effectively interact with all levels of employees.
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