Program Coordinator - Committee on Science, Technology, and Law
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.
Established in 1999, the Committee on Science, Technology, and Law (CSTL) Program brings together the science and engineering community and the legal community to explore pressing issues, improve communication and help resolve issues between the two communities. A major activity for the program has been the convening of a distinguished panel chosen for their knowledge and expertise and who represent a wide range of organizations including federal courts, the legal community, industry, academia, and government. The panel meets several times a year in a neutral and non-adversarial setting to discuss critical issues at the interface of science, technology, and the law; to promote understanding; and to develop imaginative approaches to solving problems of mutual concern.
The Program Coordinator coordinates and oversees the work of support staff handling clerical, administrative, and logistical aspects of meetings. Provides work direction and assists with the daily supervision of support staff and temporary help, ensuring administrative responsibilities are successfully carried out through subordinate staff. Compiles and summarizes information for the development/revision of a variety of documents. Participates in research efforts. Serves as liaison between program or board and related external customers, members, sponsors, and organizations on clerical and administrative matters.
Incumbent coordinates the work of subordinate staff to successfully provide administrative support for programs. Proceeds on own initiative in compliance with policies, procedures, and practices, but receives guidance or expertise from supervisor or higher-level staff when needed. Provides guidance and work direction to subordinate employees. Incumbent may establish processes/procedures to ensure the effective and efficient operation of routine clerical and administrative functions. Job typically found only in large boards or units requiring multiple levels of clerical and administrative staff (e.g., Program Assistants & Senior Program Assistants).
ESSENTIAL JOB DUTIES:
1. Organizes and coordinates overall administrative facets of programs/projects, including identifying workflow needs, developing procedures and recordkeeping systems, and ensuring administrative aspects of programs/projects are successfully executed.
2. Oversees program support employees in handling logistical arrangements for meetings, including compilation and production of agenda books and briefing materials, coordination of travel and lodging arrangements, and selection of venue, menu, and support services. Invites presenters and participants. Oversees support and administrative activities during meetings, including providing assistance and resolving issues. Prepares written summaries.
3. Supervises and serves as mentor and resource to support staff. Assigns tasks, provides work direction, and offers guidance and feedback to support staff. Supervises temporary employees. Interprets and ensures consistent application of organizational policies.
4. Communicates with committee, forum, and workshop members and other external program or project contacts. Facilitates the flow of information among members, consultants, program or project sponsors, and staff. Researches and responds to inquiries from staff, members, sponsors, etc.
5. Performs literature searches. Gathers references. Participates in research efforts including collection, assembly, and tabulation of data and summarizing literature.
6. Compiles and summarizes information for the development/revision of a variety of documents. Performs administrative tasks including writing and editing correspondence, coordinating mailings, and creating and maintaining records and databases. May serve as Timesheet Coordinator.
7. Provides assistance to senior staff in the response to review and participates in dissemination activities.
8. Formats text and publications and enters revisions into text. Collaborates with printers/publishers on the publication and distribution of materials.
9. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks and ensures administrative activities are in compliance.
10. Performs financial tasks related to assigned programs/projects. Prepares vouchers and reviews and approves travel expense reports. Tracks and monitors spending.
11. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.
12. Updates and maintains web pages and prepares newsletters and other promotional materials.
NONESSENTIAL JOB DUTIES
- Related duties and special projects as assigned.
Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office Suite. Ability to plan and support extensive meeting activities. Ability to provide work direction and lead others in the successful execution of administrative tasks. Ability to solve intellectual problems using some latitude for independent judgment and discretion and the initiative to ensure administrative tasks are accomplished. 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 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: Six years of related experience, one of which was in a supervisory or working lead capacity.
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 officer/director. Sets objectives with supervisor. Supervisor is available when needed to assist in problem resolution. Leads or supervises the work of subordinate staff.
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.