Program Coordinator - Fellowships Office

Washington D.C.
Sep 20, 2017
Oct 30, 2017
Program Manager
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 Program Coordinator provides general administrative support for the review of fellowship applications and data management.  Works on multiple and/ or complex aspects of fellowship applications, review and data management with minimal supervision of a Senior IT Developer.  Serves as point of contact with applicants, reviewers and sponsors regarding the management of fellowship reviews.  Assembles and summarizes data and reports; develops/revises a variety of documents.  May provide work direction to others and assists with the daily supervision of support staff and temporary help.




1. Serves as a source of program information for prospective applicants.  Responds to or directs to others as appropriate, email and telephone inquiries regarding the program and the application process.


2. Processes applications for the Research Associateship Programs and Ford Fellowship panel reviews.  Reviews applications for eligibility, accuracy and completeness.  Processes and uploads support documents including transcripts.  Reviews panel assignments and makes changes as necessary. 


3. Provides phone and email support for applicants during application cycles. Monitors processing of file uploads and restarts the queues when necessary.  Manages Adviser and program manager approvals of applications.  Notifies applicants of their review status (ineligible, not approved by lab, etc.) and dates when reviews are completed.


4. Performs tasks associated with the on-site and off-site review of applications to the Research Associateship and Ford Fellowship Programs.  Monitors panel assignments and manages application reassignments when conflicts of interest occur.  Monitors the online system during the review and provides support to on-site or off-site reviewers as necessary.  Staffs on-site reviews and board meetings to finalize off-site reviews.


5. Manages panelists’ service during reviews.  Queries panelists for review participation.  Provides staff with reports of panelists’ review cycle availability and past service.  Corresponds with Panelists sending database links, passwords, instructions, etc.  Manages updates between the Q system (NAS contact database) and the FO rater database.


6. Maintains the Research Adviser and Opportunity database.  Updates records as necessary.  Processes new Adviser Nomination forms.  Coordinates the annual Contact and Research Opportunity update on the Web site using the Opportunity Management data base.  Maintains the PCD data structure, create annual records, and, update agency structure as necessary.


7. Performs data management and reporting tasks.  Reviews audit reports for planning and data consistency.  Coordinates with appropriate staff to ensure updates propagate to program specific data stores.  Maintains U.S. and Foreign Institution Code database.  Maintains accurate electronic records including archived files.


8. Assists in maintenance of the online application systems.  Works with other staff to update WebRAP and Ford Online Instructions and Help screens as necessary.


9. May supervise temporary staff and may supervise support staff.  Assigns tasks and provides guidance and feedback.  Serves as a mentor and resource to support staff.  Plans and conducts training for new Program Associates.


10. Attends meetings, training classes, and workshops.


Required Knowledge, Skills, and Abilities:  Proficiency in Microsoft Office Suite and ability to use or learn to use customized web-based data management systems.  Ability to solve intellectual problems using some latitude for independent judgment and discretion.  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 written, oral, and interpersonal skills with a proven ability to effectively interact with all levels of employees.

If you already have an account created with the Academies, to apply to this position, click “Add to my Jobs” with your login information. If this is your first time applying with the Academies, please click “Apply for this position” below.