Senior Program Assistant

National Academies; Washington (District of Columbia); Hybrid; USD 33,000 - 41,000; Full time

Benefits offered by this job

Hybrid work environment

Competitive benefits package

Job summary

National Academies seeks a Senior Program Assistant to perform complex clerical duties, coordinate meetings, and support program activities within CAST and SEEW. The role requires strong MS Office skills, excellent organization, and the ability to work with committees and external partners.

Hybrid office environment with travel and varied administrative responsibilities, including scheduling, correspondence, and data management.

Qualifications

• Proficiency in Microsoft Office Suite and related software.
• Ability to plan and support extensive meeting activities.
• Ability to solve problems with supervisory consultation or by following procedures.
• Ability to prioritize work and adapt to changing directions.
• Ability to work effectively in a team and build relationships.

Responsibilities

• Administrative tasks including detailed scheduling, writing/editing correspondence, and maintaining databases and files.
• Plan and manage logistics for internal and external meetings, in-person and virtual.
• Coordinate communications, disseminate information, and maintain distribution lists and websites.
• Assist with formatting/editing publications and coordinate with printers/publishers.
• Support research activities such as literature searches and data collection.

Skills

MS Office

Meeting planning

Problem solving

Prioritization

Teamwork

Communication

Education

High School Diploma or equivalent

Job description

Introduction

The National Academies of Sciences, Engineering, and Medicine value diversity in our members, volunteers, and staff and strive for a culture of inclusion in our workplace and activities. Convening a diverse community to exchange ideas and perspectives enhances the quality of our work and increases our relevance as advisers to the nation about the most complex issues facing the nation and the world.

Overview

Requisition Number: R0002799

The Center for Advancing Science and Technology (CAST) fuels innovation across physical sciences, engineering, education, and policy to advance the nation’s future prosperity and resilience. Our work prepares and supports the U.S. workforce to strengthen American competitiveness and security.

The Science Education and Engineering Workforce (SEEW) program area advances evidence-based approaches to education, workforce development, and public engagement for people of all ages across all STEM-related fields. Our work leverages research and best practice related to teaching, learning, mentoring, communication, and institutional and systemic change.

The Senior Program Assistant performs complex clerical and administrative duties for assigned program(s) or project(s) under minimal supervision. Coordinates logistical and administrative aspects of meetings. Writes, edits, and formats routine correspondence. Interfaces with committee members and performs duties involving committee activities. Plans administrative aspects of unit and committee, forum, and other types of meeting. May participate in research efforts including collection, assembly, and tabulation of data, as well as researching and summarizing literature. May guide work of program assistants and temporary staff.

Under minimal supervision, primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables to determine proper course of action. Secondary function may involve basic research activities. Uses pre-determined guidelines to assist in decision-making. Incumbent may lead and provide functional guidance to lower level support employees.

Responsibilities

1. Administrative: Performs routine and complex clerical and administrative tasks including but not limited to detailed scheduling activities, writing and editing correspondence, compiling and coordinating mailings, taking meeting notes, and facilitating follow-up actions. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.

2. Event Planning and Management: Coordinates and executes logistical arrangements for internal and external meetings and workshops in both virtual and in-person settings. For in-person meetings, coordinates travel and lodging arrangements, selects menus and arranges catering, arranges for support services (e.g. AV), and registers attendees. For virtual meetings, organizes and sets up virtual meeting platform (e.g. Zoom) according to the needs of the meeting, and coordinates with participants. Whether virtual or in-person, assists at meetings and resolves issues. Assembles meeting materials and briefing books and distributes to meeting participants in advance of meeting. Coordinates and executes post-meeting tasks, such as preparing vouchers and reviewing and processing travel expense reports in compliance with applicable policies and procedures.

3. Communication, Dissemination, and Information Management: Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists, and coordinates website updates. Responds to inquiries and follows-up on communications. Communicates with members, sponsors, or other external customers, answering questions and providing information.

4. Publications: May assist with formatting, editing, and proofreading publications, as well as coordinating with printers/publishers to have materials printed.

5. Research Support: May perform basic research activities, including gathering citations and performing literature searches for staff and committee members. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.

NONESSENTIAL JOB DUTIES Related duties and special projects as assigned.

Requirements

Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office Suite. Ability to plan and support extensive meeting activities. Ability to solve problems with supervisory consultation or by following procedures. 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. 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: Four 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 organize work, set objectives, and to assist in problem resolution.

Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 60%, 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.

Compensation & Benefits: An estimated compensation range for this position is $23.97 - $29.96 per hour, plus potential overtime. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. This is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance. For more information, please click here.