Senior Program Assistant - Institute for Laboratory Animal Research

Location
Washington D.C.
Posted
Aug 31, 2018
Closes
Nov 29, 2018
Function
Analyst, Research
Industry
Research
Hours
Full Time
Job Description Summary:
BOARD SUMMARY
The mission of the Institute for Laboratory Animal Research (ILAR) is to evaluate and to report on scientific, technological, and ethical use of animals and related biological resources, and of non-animal alternatives in non-food settings, such as research, testing, education, and production of pharmaceuticals. ILAR seeks to identify practices that provide for excellence in the welfare of animals used for these purposes, recognizing their moral value while achieving high-quality science. ILAR evaluates and encourages the use, development, and validation of non-animal alternatives. ILAR provides independent, objective advice to the federal government, to the international biomedical community, and to the public through reports of expert committees, web-based resources, and other means of communication.

POSITION SUMMARY
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.
Job Description:

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.

NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.


JOB SPECIFICATIONS
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.

Minimum Education/Training Requirements: High School Diploma, GED, or equivalent knowledge.

Minimum Experience: Four years of related experience.

Physical Capabilities: Ability to work at a computer for extended periods of time. Ability to travel.

Required Licenses, Certification or Registration: None.

Supervisory Responsibilities/Controls: Reports to program coordinator/officer/director. Supervisor is available to organize work, set objectives, and to assist in problem resolution.

Work Environment: Office environment, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations.

Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.

The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.

Employee Type:EmployeeScheduled Weekly Hours:37.5City/State:Washington, District of Columbia

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