Administrative / Program Specialist - National Academy of Medicine
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. Likely to assist in budget preparation or control activities.
Under general supervision, incumbent provides complex administrative support for a major unit or board. The job focuses on providing general administrative support for a unit/board and unit/board director and programmatic support as needed. 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.
ESSENTIAL JOB DUTIES
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 policies and procedures affecting the unit's work and ensures assignments are carried out in accordance with these policies 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. Takes detailed notes during phone conversations and distributes action items to staff and committee members.
7. Updates and maintains databases and files pertaining to programs/projects. Maintains email and distribution lists.
8. Researches and organizes information about committee member candidates, speakers and forum members.
9. Coordinates personnel, information technology, telecommunication, and/or staff development needs for the unit and serves as time and attendance coordinator.
10. Mentors and trains new support staff employees. Coordinates work-flow for support staff in unit. Coordinates temporary help and may supervise temporary staff.
11. May update and maintain the unit or board's web and intranet pages.
12. May perform administrative-related Federal Advisory Committee Act (FACA) compliance tasks.
NONESSENTIAL JOB DUTIES
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. Demonstrated competency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
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.