Senior Program Assistant - Board on Higher Education and Workforce
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 mission of Policy and Global Affairs (PGA) is to help improve public policy, understanding, and education in matters of science, technology, and health with regard to national strategies and resources, global affairs, workforce and the economy. The division is particularly charged to identify and build synergy among the disciplines and issue areas, and to promote interaction among science, engineering, medicine and public policy. The division includes a range of standing committees and boards concerned with the vitality of the research enterprise in the US and abroad. In that connection, the units of the division focus particularly on the interaction of key institutions central to science and technology policy, on the standing of US research around the world and cooperation with Science & Engineering bodies in other countries, on the mission and organization of federal research activities, and on the sources of future manpower and funding for research.
The Board on Higher Education and Workforce (BHEW) operates projects that focus on strengthening STEM undergraduate and graduate education, and increasing the linkages between employers and higher education institutions.
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 meeting. 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. Secondary function may involve 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 files. May serve as timesheet coordinator.
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.
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. Maintains email and distribution lists.
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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