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 programs of the National Academies of Sciences, Engineering, and Medicine. The mission of the Transportation Research Board is to increase the benefits that transportation contributes to society by providing leadership in transportation innovation and progress through research and information exchange, conducted within a setting that is objective, interdisciplinary, and multimodal. The Board’s varied committees, task forces, and panels annually engage about 7,000 engineers, scientists, and other transportation researchers and practitioners from the public and private sectors and academia, all of whom contribute their expertise in the public interest. The program is supported by state transportation departments, federal agencies including the component administrations of the U.S. Department of Transportation, and other organizations and individuals interested in the development of transportation.
The Cooperative Research Programs (CRP), a division of TRB, administers a number of transportation research programs sponsored by other organizations. Specifically, the Transit Cooperative Research Program (TCRP) is an applied research program designed to develop practical solutions to public transportation industry challenges. The program’s research covers topics relating to all aspects of public transportation, including planning, service configuration, equipment, facilities, operations, human resources, maintenance, policy, and administrative practices.
The Program Coordinator coordinates the work of TCRP 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 public transportation 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 TCRP 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 TCRP 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 the TCRP program 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 TCRP 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 TCRP 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 TCRP 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. 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 industry conference support. Secures hotel space for TCRP program Officers.
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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