Job Description Summary:
ABOUT THE U.S. SCIENCE AND INNOVATION POLICY THEMEThe U.S. Science and Innovation Policy Theme (“Policy Theme”), one of four themes of the Policy and Global Affairs Division, aims to inform policy in support of a healthy and competitive U.S. research and innovation enterprise. The Policy Theme consists of cross-disciplinary boards, programs, action collaborations, and roundtables, including Committee on Science, Engineering, Medicine, and Public Policy; Board on Higher Education and Workforce; Board on Research Data and Information; Board on Science, Technology, and Economic Policy; Committee on Science, Technology, and Law; Committee on Women in Science, Engineering, and Medicine; Government-University-Industry Research Roundtable; and Strategic Council for Research Excellence, Integrity, and Trust. The Policy and Global Affairs Division mobilizes experts and networks in the United States and around the world to increase the use of evidence to advance local, national, and global policy and capacity.
ABOUT THE OPPORTUNITY
The Senior Program Assistant will provide administrative support within the U.S. Science and Innovation Policy Theme, with current responsibility focused on the Strategic Council for Research Excellence, Integrity, and Trust, its multiple working groups, and other theme-wide activities, including consensus studies.
The Strategic Council seeks to continually improve the strength of the scientific enterprise by identifying, anticipating, and addressing bold topics and emerging issues that impact all of science, tapping into different components of the scientific enterprise and making use of the strength and deep expertise of the Council’s membership. Candidates with interest in initiatives to improve the scientific enterprise such as open scholarship, research ethics and integrity, and the science policy landscape are encouraged to apply.
The Senior Program Assistant will be responsible for performing complex clerical and administrative duties for assigned programs and projects within the Policy Theme under minimal supervision including coordinating logistical and administrative aspects of meetings. The successful applicant will write, edit, and format routine correspondence, including maintaining project web pages and sending updates to listservs and distribution lists. Interface with committee/roundtable members and perform duties involving committee/roundtable activities. Plan administrative aspects of unit and committee, forum, and other types of meetings. May participate in research efforts including collection, assembly, and tabulation of data, as well as researching and summarizing literature. 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.
Job Description:
ESSENTIAL JOB DUTIES:
1. Administrative: Performs routine and complex clerical and administrative tasks including word processing, copying, filing, answering and screening calls, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, and updates records, databases (e.g,, attendee lists, worksheets for travelers), and files. Assembles and reproduces agenda books and briefing materials. Provides administrative support for meetings.
2. Event planning and management: Coordinates logistical arrangements for committee meetings, forums, workshops, webinars and web-based meetings. Coordinates travel and lodging arrangements. Selects menu and arranges for support services, including audiovisual and transcription. Registers attendees. Provides assistance at meetings and resolves issues.
3. Basic research activities: Includes conducting or helping with literature searches for staff and committee members, and/or interfaces with library staff. Gathers and tracks references to help assemble workshop readings. May participate in other research efforts as needed.
4. Contracts and reimbursement: Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures. Prepares documentation for contracts with writers and consultants, with guidance from senior staff.
5. Publications: Inputs edits and proofreads workshop publications. Formats text and sends drafts to speakers to review for accuracy. Coordinates with printers/publishers to have materials printed. Secures necessary permissions and forms for publication. Provides support with formatting, proofreading, and citations for individually-authored perspectives.
6. Communication, dissemination, and information management: Responds to inquiries and follows-up on communications. Communicates with members, sponsors, or other external customers, answering questions and providing information. 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. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.
7. Staff development: Attends meetings, training classes, and staff development workshops to develop and hone necessary skills. Mentors and trains new support staff. Coordinates temporary help and may 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 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 at least 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
