Senior Program Assistant - Fellowships Office

Washington D.C.
Sep 14, 2017
Feb 05, 2018
Analyst, Research
Full Time

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 Fellowships Office (FO) administers pre-doctoral, post-doctoral, and senior awards on behalf of government and private sponsors; these fellowship awards play an important role in the career development of doctoral and post-doctoral researchers and scholars for the academic, federal and international workforce.




The Senior Program Assistant performs assigned duties under general supervision, working on multiple and/ or complex program(s).  Provides general administrative support for fellowship programs.  Regularly interfaces with applicants, Associates, Fellows and sponsors by telephone and email involving administration of fellowship awards.  May work in the processing and review of fellowship applications and/or participate in outreach activities.  Writes, edits, and formats routine correspondence. 




1. Serves as initial point of contact for all inquiries to the Fellowships Office, including prospective applicants, Associates, Fellows, advisers (federal scientists, university faculty), fellowship reviewers, sponsor representatives, and the general public. Provides timely responses by telephone and/or email, or directs questions to appropriate staff members.​


2. Performs routine and complex clerical and administrative tasks including word processing, copying, faxing, filing, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, and updates records, databases, and files.


3. Assists in the processing of applications for the Research Associateship Programs and Ford Fellowship Programs including reviewing applications for eligibility, accuracy and completeness.  May processes and upload support documents including transcripts. 


4. Performs tasks associated with the on-site and off-site review of applications to the Research Associateship and Programs.


5. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.


6. Maintains familiarity with policies and procedures affecting the unit’s work and carries out assignments in accordance with these policies and procedures.


7. May be assigned other collateral duties within the fellowships office relating to aspects of outreach, the application and review processes (e.g., maintaining web pages, working with electronic documents, preparing newsletters or other forms of communication).


8. Attends meetings, training classes, and workshops.


9. May mentor and train new support staff. Coordinates temporary help and may supervise temporary staff.


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 written, oral, and interpersonal skills with a proven ability to effectively interact with all levels of employees.

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