Provides complex administrative and staff support services to the NAM President's Office and the Office of Finance & Administration. Administers projects and/or processes specific to the NAM. Oversees meeting and travel arrangements and prepares related materials for Chief of Staff and Director of Finance & Administration, as well as for ad hoc meetings and special initiatives, as needed. Serves as the primary support staff member for unit administrative activities and serves as administrative liaison to both internal and external customers. Assists with activities including clerical and support services, human resources, record keeping, staff development, office space and equipment management, travel, and meetings. Prepares reports and maintains records.
Under general supervision, incumbent provides complex administrative support for the NAM President's Office and Office of Finance & Administration. The job primarily focuses on providing general administrative support for the two offices and their directors, not programmatic support. Work requires continuous use of detailed knowledge of organizational operations, procedures, and staff. May establish processes/procedures to ensure the effective and efficient operation of routine support functions. May lead and mentor support and temporary employees.
ESSENTIAL JOB DUTIES:
1.Performs a variety of advanced office tasks, including writing and editing correspondence, maintaining office and director's calendars, and opening, sorting, and processing mail. Answers telephones and arranges conference calls. Creates, maintains, and updates records, databases, and files.
2 .Plans and coordinates travel, lodging, and other logistics for meetings. Coordinates meeting space, equipment, and catering needs. Prepares meeting materials. Prepares documents to support unit activities.
3. Assists with the monitoring and tracking of expenditures for limited unit activities. Interfaces with staff on issues relating to project activity numbers and related charges, proposals, monthly reports, and invoices..
4. Maintains direct knowledge of institutional policies and procedures affecting the unit's work and ensures assignments are carried out in accordance with these policies and procedures. Serves as a resource on National Academies‘ policies, procedures, and practices. Serves as point of contact for the office, unit, or board.
5. Researches and compiles information and prepares reports for special projects.
6. Coordinates personnel, information technology, telecommunication, and/or staff development needs for the NAM.
7. Assists with coordination of personnel matters including recruiting, training, performance evaluations, consultant agreements, borrowed personnel, and inter-personnel agreements, status changes, and coordinating temporary staff. May interview applicants for administrative and clerical staff positions in the unit. May mentor and train new support staff employees. Helps coordinate temporary help and may supervise temporary staff.
NONESSENTIAL JOB DUTIES
- Related duties and special projects as assigned.
Required Knowledge, Skills, and Abilities: Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to solve problems using selection and application of extensive procedures, precedents, and rules. Ability to operate with some latitude for independent judgment and action. Ability to work successfully in a team environment. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees.
Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge.
Minimum Experience: Six years of administrative or clerical experience.
Physical Capabilities: Ability to work at a computer for extended periods of time.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to director. Supervisor is available to set priorities and objectives and assist in problem resolution.
Work Environment: Office environment, with occasional travel between National Academies' facilities and to off-site locations.Employee Type:EmployeeScheduled Weekly Hours:37.5City/State:Washington, District of Columbia