Administrative Assistant - Naval Studies Board

7 days left

Washington D.C.
Nov 09, 2018
Nov 24, 2018
Part Time
Job Description Summary:
***Please note this is a Part-Time position***

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:
•Unique government missions in defense, space, and aerospace
•National infrastructure challenges such as energy and environmental systems, information and telecommunications, manufacturing and engineering design, civil engineering, and the constructed environment
•Science and engineering disciplines such as physics, astronomy, computer science and engineering, materials science and engineering, and the mathematical sciences and their applications.
•Continuing assessments of federal government laboratories and research programs

The Naval Studies Board (NSB) was established in 1974 at the request of the then Chief of Naval Operations as an entity to which the U.S. Navy could turn “for independent and outside counsel of any area of its responsibilities involving the interplay of science and technical matters with other national issues.” During its years of operation, the NSB has accepted tasks involving virtually all of the scientific and engineering disciplines supported by the Navy and has conducted studies, for example, in areas related to the design and operation of satellites; C4I systems; stealth technology; ship, submarine, and aircraft architecture; and education and training. Recent workshops have focused on innovation and multi-domain autonomy. Current topics under development include data warfare; resilient communications and intelligent-agile networking; and emerging technologies matched to naval areas.

Provides complex administrative and staff support services to the unit/board director and for the unit or board in general. Administers projects and/or processes specific to the unit. Oversees meeting and travel arrangements for department director and department or board meetings, and prepares related materials. Serves as the primary support staff member for unit administrative activities and serves as administrative liaison to both internal and external customers. Prepares reports, statistics, and maintains records. May assist in budget preparation or control activities.

Under general supervision, incumbent provides complex administrative support for a major unit or board. The job primarily focuses on providing general administrative support for a unit/board and unit/board director, 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. Leads and mentors support and temporary employees.

Selected candidate must have or be able to obtain, a security clearance at the Secret level.
Job Description:


1. Performs a variety of advanced office tasks, including writing and editing correspondence, maintaining office and director's calendars, and opening, sorting, and responding to mail. 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. Prepares and processes invoices, purchase orders, and travel vouchers. May run reports using PeopleSoft. Monitors and tracks expenditures for budget process. Interfaces with staff on issues relating to project activity numbers and related charges, proposals, monthly reports, and invoices. Coordinates and tracks consultant agreements, sub contracts, and proposals.

4. Maintains direct knowledge of institutional polices and procedures affecting the unit's work and ensures assignments are carried out in accordance with these polices 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 unit and serves as time and attendance coordinator.

7. Mentors and trains new support staff employees. Coordinates work-flow for support staff in unit. Coordinates temporary help and may supervise temporary staff.

8. May update and maintain the unit or board's web and intranet pages.

9. May perform administrative-related Federal Advisory Committee Act (FACA) compliance tasks.


· 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.

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:18.75City/State:Washington, District of Columbia

Similar jobs