Job Description Summary:
The Policy and Global Affairs Division is hiring a Senior Program Assistant for the Action Collaborative. The Action Collaborative brings together over 60 academic and research institutions and key stakeholders to work toward and share targeted, collective action on addressing and preventing sexual harassment across all disciplines and among all people in higher education. The work involves planning logistics and holding meetings and events of varying size, including a Summit with over 500 attendees; maintaining and updating information about the participants in the Action Collaborative; handling the annual invoicing process; and managing the organization and systems for an annual call for submissions and the regular collection of information from participants in the Action Collaborative.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 meeting types. May participate in research efforts including collection, assembly, and tabulation of data and researching and summarizing literature.
Under minimal supervision, the primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables to determine the proper course of action. The 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.
Job Description:
ESSENTIAL JOB DUTIES:
ADMINISTRATIVE
Performs routine and complex clerical and administrative tasks including word processing, copying, faxing, filing, answering and screening calls, writing and editing correspondence, and compiling and coordinating mailings. Assembles and reproduces agenda books and briefing materials. Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.
EVENT PLANNING AND MANAGEMENT
Coordinates logistical arrangements for in-person, hybrid, and virtual committee meetings, forums, workshops, etc. Provides on-site and/or virtual assistance administrative support for meetings. Coordinates travel and lodging arrangements. Selects menu and arranges for support services. Registers attendees. Provides assistance at meetings and resolves issues. Assembles and reproduces agenda books and briefing materials.
RESEARCH
Performs basic research activities, including literature searches for staff and committee members. Gathers references. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.
INFORMATION MANAGEMENT
Creates, maintains, and updates records, databases, and files. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists. Where applicable, updates and maintains web pages.
PUBLICATIONS
Inputs edits and proofreads reports. Formats text and publications. Coordinates with printers/publishers to have materials printed. Secures necessary permissions and forms for publication. Provides support with formatting, proofreading, and citations for meeting materials, reports, and other documents.
STAFF DEVELOPMENT
Attends meetings, training classes, and staff development workshops to develop and hone necessary skills. May help mentor and train new support staff. May coordinate temporary help and supervise work of temporary staff.
NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.
JOB SPECIFICATIONS
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.
Compensation Range: The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $23.04 - $28.79 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.
Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 40%, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations.
The National Academies’ Statement on Diversity and Inclusion:
We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact.
We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world.
Equal Opportunity Employer:
It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.
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.
Job Family:
PROG