Senior Program Assistant - Transportation Research Board
Washington, DC
| Employer: | The National Academy of Sciences |
| Category: | Research |
| Job Type: | Full Time |
Description | |
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Job Description Summary: 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, and other types of meetings. 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 temporary employees. The National Academy of Sciences, National Academy of Engineering, and National Academy of Medicine work together as the National Academies of Sciences, Engineering, and Medicine to provide independent, objective analysis and advice to the nation and conduct other activities to solve complex problems and inform public policy decisions. The National Academies also encourage education and research, recognize outstanding contributions to knowledge, and increase public understanding in matters of science, engineering, and medicine. The Transportation Research Board (TRB) is a major division of the National Academies of Sciences, Engineering, and Medicine-a private, nonprofit institution that is providing services to the government, the public, and the scientific and engineering communities. The Board's mission is to provide leadership in transportation innovation and progress through research and information exchange, conducted within a setting that is objective, interdisciplinary, and multimodal. The Cooperative Research Programs (CRP) are applied, contract research programs that develop near-term, practical solutions to problems in the highway, transit, airport, freight and hazardous materials transportation industries. Job Description: ESSENTIAL JOB DUTIES: 1. Performs routine and complex clerical and administrative tasks including word processing, copying, faxing, filing, answering and screening calls and emails, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, and updates records, databases, and files. Performs duties in alignment with the consistent application of organizational policies. 2. Coordinates logistical arrangements for committee meetings, forums, workshops, etc., including compilation and production of agenda books and briefing materials, coordination of travel and lodging arrangements, and selection of venue, menu, and support services. Invites presenters and participants. Oversees support and administrative activities during meetings, including providing assistance and resolving issues. Prepares written summaries. 3. 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. 4. Performs financial tasks related to assigned programs and projects. Prepares vouchers and may review and approve travel expense reports. Tracks and monitors spending. Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures. Assists panel members and staff with completing travel expense reports. 5. Writes, edits, and proofreads correspondence, reports and transmittal memoranda. Formats text and publications. Coordinates with editors, printers/publishers (Reprographics) to have materials printed. Compiles and summarizes information for the development/revision of a variety of documents. Performs other administrative tasks including report mailings, and creating and maintaining records and databases. 6. Communicates promptly with committee, forum, and workshop members, consultants, and other external program or project contacts. Facilitates the flow of information among members, consultants, program or project sponsors, and staff. Researches and responds to inquiries from staff, members, sponsors, etc. 7. May perform administrative-related Federal Advisory Committee Act (FACA) compliance tasks. 8. Attends meetings, training classes, and workshops. 9. May mentor and train new support staff. May coordinate temporary help with Program Operations Manager and supervise work of temporary staff. 10. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists in TRB and in specific CRP software systems. 11. Updates and maintains project and other web pages and may prepare program announcements. NONESSENTIAL JOB DUTIES Related duties and special projects as assigned. JOB SPECIFICATIONS Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office Suite. Ability to quickly understand and learn new software tools such as WorkFront, Aptify, and Alchemer. Practical experience in Adobe Acrobat for PDF products. Ability to plan and support extensive meeting activities. Ability to be organized and provide timely successful execution of administrative tasks in support for three Senior Program Officers (SPOs). Ability to solve intellectual problems using some latitude for independent judgment and discretion and the initiative to ensure administrative tasks are accomplished. 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. Excellent 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, one of which was in a supervisory or working lead capacity. 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 operations manager/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 $22.15 - $27.69 per hour. 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. 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 Employee Type: Employee Scheduled Weekly Hours: 37.5 City/State: Washington, District of Columbia | |