Membership Associate - National Academy of Sciences

Washington D.C.
Sep 26, 2018
Jan 31, 2019
Full Time
Job Description Summary:
Assists the Academy's membership director and elections administrator by providing advanced administrative and meetings support for the annual nomination and election of National Academy of Sciences members.
Job Description:

Reviews nominations for accuracy and completeness. Updates election databases and online systems. Creates and tests multiple online ballots. Assists with election tabulation and reporting. Maintains web pages and online election procedures documentation for the Academy's 31 disciplinary sections. Responds to member inquiries regarding the nomination and election process.

Prepares and distributes printed and online background material for ballots and committee meetings, including printed material for Academy-wide ballot for membership. Prepares slide presentations of balloting results for presentation to Academy members and leadership. Drafts election announcements and congratulatory communications to newly elected members.

Coordinates logistical arrangements for committee meetings, including hotel reservations, ground transportation, catering, meeting space, and audio-visual requirements. Serves as the primary point of contact with hotels, venue, and travel agency.  Supports committee meetings on site. Prepares background material for committee meetings. Arranges multiple conference call meetings and prepare background material.

Processes related financial transactions including travel expense reports for committee members and invoices.  May supervise temporary support staff.

Supports activities, as needed, during the Academy's annual meeting as part of the core membership team. May coordinate related projects in support of the onboarding of new members.


Related duties and special projects as assigned.


Required Knowledge, Skills, and Abilities:  Ability to solve intellectual problems of some variety and complexity. Ability to exercise some latitude for independent judgment and action.  Related computer and technology skills. Experience working in complex environments with a high degree of organizational effectiveness.  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 and verbal 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 related professional experience.

Preferred Requirements/Experience: Nonprofit membership experience preferred. Ability to thrive in a fast-paced working environment while providing strong attention to detail and deadlines.

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, Membership.  Sets objectives with supervisor.  May supervise Membership Assistants.

Work Environment:  Office environment with occasional travel between National Academies' facilities and to off-site 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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