Program Assistant - Board on Mathematical Sciences and Analytics
The mission of the Division on Engineering and Physical Sciences (DEPS) is to provide independent and authoritative science, technology, engineering and related policy advice to the federal government and to the nation and to promote communications between the science and technology community, the federal government, and the interested public.
DEPS seeks to assess the role of science and technology in important public policy issues and to advance science and engineering, identifying needed research as well as improvements in data and research methods. In these ways, it fosters better science and technology and their use to support decisions on public policies and programs.
DEPS' work is organized around four broad areas:
•\tUnique government missions in defense, space, and aerospace
•\tNational infrastructure challenges such as energy and environmental systems, information and telecommunications, manufacturing and engineering design, civil engineering, and the constructed environment
•\tScience and engineering disciplines such as physics, astronomy, computer science and engineering, materials science and engineering, and the mathematical sciences and their applications.
•\tContinuing assessments of federal government laboratories and research programs
Established in 1984, the Board on Mathematical Sciences and Analytics (BMSA) leads activities in the mathematical sciences at the National Academies. BMSA advances knowledge in the field by organizing workshops, webcasts, roundtables, and in-depth studies that explore key issues and applications within the mathematical sciences. BMSA provides expertise drawn from a wide range of disciplines to conduct independent and rigorous assessment of science, engineering, medical, and policy issues in the service of national interest. BMSA members represent a wide range of mathematical sciences—including core mathematics, applied mathematics, statistics, operations research, scientific computing, machine learning, and risk analysis.
The BMSA reports to the Division on Engineering and Physical Sciences (DEPS). The Board has one standing committee, the Committee on Applied and Theoretical Statistics (CATS), established in 1978 to focus on issues affecting research and education in the statistical sciences. BMSA and CATS are a resource for federal agencies and conduct studies that are responsive to their concerns. The dissemination of these studies, through publishing reports, presentations, and briefings, is the main route of communication with the bodies that should be informed of the findings and can act to implement the recommendations.
Under supervision, provides routine clerical and administrative support, assisting in the daily execution of assigned program(s) or project(s). Provides staff support including answering phones, preparing vouchers, assembling meeting materials, and making travel arrangements. Assists in coordination of unit and committee, forum, and other types of meetings. Under direction, may enter edits in draft reports and copyedit and/or format newsletters and/or other program/project materials.
In this clerical and administrative support role, the majority of time is spent assisting in the daily execution of assigned program(s) or project(s). Under general supervision, incumbent performs tasks of varying complexity following pre-determined guidelines. Incumbent receives guidance/supervision on new assignments, but normally works independently on mastered tasks.
ESSENTIAL JOB DUTIES:
1. Performs routine clerical tasks including word processing, copying, faxing, filing, answering and screening calls, drafting correspondence, and assisting with mailings. Responds to inquiries and follows-up on communications. Maintains and updates records, databases, and files.
2. Assists with the logistical arrangements for committee meetings, including assembling and reproducing agenda books and briefing materials. Arranges travel and lodging for staff, members, etc. Arranges food and beverage and supporting services for meetings. Registers attendees and may provide basic assistance at meetings as directed.
3. Prepares and processes invoice vouchers and travel expense reports in compliance with applicable policies and procedures.
4. Inputs edits and proofreads reports. Formats text and publications. Forwards materials to printer.
5. Performs administrative-related Federal Advisory Committee Act (FACA) tasks.
6. Attends meetings, training classes, and workshops.
7. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived.
8. May perform basic subject-oriented literature searches for staff and committee members and gather references.
9. Where applicable, updates and maintains web pages.
10. May respond to general inquiries as directed.
NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.
Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office Suite. Ability to follow instructions and resolve problems with supervisory consultation or by using closely prescribed procedures. Ability to be flexible and 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: Two 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 assign and review work, set priorities, address exceptions and answer operational questions.
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.