The National Academy of Engineering (NAE) mission is to advance the well-being of the nation by promoting a vibrant engineering profession and by marshaling the expertise and insights of eminent members to provide independent advice to the Federal government on matters involving engineering and technology. The NAE is the portal for all engineering activities at the National Academies of Sciences, Engineering, and Medicine (The National Academies), which along with the NAE include the National Academy of Sciences, the National Academy of Medicine, and the National Research Council.
The Senior Program Assistant will support NAE's Awards program and other program activities related to public understanding of engineering and engineering education.
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 committee members and performs duties involving committee activities. Plans administrative aspects of unit and committee, forum, and other types of meetings. May participate in research efforts including collection, assembly, and tabulation of data, as well as researching and summarizing literature. 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, including the review of monthly financials. Secondary function may involve limited basic research activities. Uses pre-determined guidelines to assist in decision-making. Incumbent may lead and provide functional guidance to lower level support employees.
ESSENTIAL JOB DUTIES:
1. Performs routine and complex clerical and administrative tasks including word processing, copying, faxing, filing, answering and screening calls, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, and updates records, databases, and flies.
2. Coordinates logistical arrangements for committee meetings, forums, workshops, etc. Assembles and reproduces agenda books and briefing materials. Provides administrative support for meetings. Coordinates travel and lodging arrangements. Selects menu and arranges for support services. Registers attendees. Provides assistance at meetings and resolves Issues.
3. Performs basic research activities, including literature searches for staff and committee members. Gathers references. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.
4. Prepares vouchers and reviews and processes travel expense reports In compliance with applicable policies and procedures. Reviews monthly expenditures and reconciles monthly credit card charges.
5. Inputs edits and proofreads reports. Formats text and publications. Coordinates with printers/publishers to have materials printed.
6. Responds to inquiries and follows-up on communications. Communicates with members, sponsors, or other external customers, answering questions and providing information.
7. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.
8. Attends meetings, training classes, and workshops.
9. Mentors and trains new support staff. Coordinates temporary help and may supervise work of temporary staff.
10. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived.
11. Where applicable, updates and maintains web pages.
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.
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