Senior Program Assistant - Boards on Earth Sciences & Resources and Water Science & Technology

Job Description Summary :

ABOUT THE BOARDS

Make sure to apply with all the requested information, as laid out in the job overview below.

The Board on Earth Sciences and Resources was established in 1988 to provide a focal point for activities related to Earth science policy.

Through its committees, panels, and working groups, it oversees a wide range of Earth science issues, including research, the environment, natural hazards, resources, geographic science and geospatial information, and data and education.

It also provides guidance on U.S. participation in international Earth science programs.

The Water Science and Technology Board was established in 1982 to provide a focal point for studies related to water resources accomplished under the aegis of the National Academy of Sciences and the National Academy of Engineering.

The board's objective is to improve the scientific and technological basis for resolving important questions and issues associated with the efficient management and use of water resources.

ABOUT THE POSITION

Plans the administrative aspects, and performs complex administrative duties, for the two boards, several standing committees, and other activities.

Coordinates logistical and administrative aspects of meetings. Writes, edits, and formats routine correspondence. Interfaces with committee members and performs duties involving committee activities.

Under minimal supervision, primary function is the performance of administrative tasks using critical thinking skills to determine proper course of action.

Performs tasks of varying complexity following National Academies and division policies and procedures.

ESSENTIAL JOB DUTIES

Performs routine and complex administrative tasks such as creating and editing documents, email correspondence, filing, and compiling and coordinating mailings.

Creates, maintains, and updates records, databases, and files. Microsoft Office Suite, Asana, Adobe Acrobat, and other software and platforms are used to execute these tasks.

Coordinates logistical arrangements for meetings and other activities. Assembles and reproduces agenda books and briefing materials.

Provides administrative support for meetings. Coordinates travel, food and beverage, and lodging arrangements. Arranges for support services such as AV and transcriptions.

Registers attendees. Provides assistance at meetings and resolves issues.

Also supports virtual and hybrid activities, including managing online attendance and participation, managing online and in-room logistics, and coordinating complex activities with other staff members.

Zoom, Teams, and other virtual platforms are used.

• Prepares, reviews, and processes travel expense reports in compliance with National Academies' policies and procedures.
• Formats text and publications. Coordinates with internal publications' units. Fact checks and formats references and solicits permissions and copyright releases.
• Responds to inquiries and follows-up on communications. Communicates with volunteers and members of the public, answering questions and providing information.
• Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.
• Attends required and optional training classes and professional development courses.
• Mentors and trains new administrative staff. Coordinates temporary help and may supervise work of temporary staff.
• Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived.

Maintains email and distribution lists. Updates and maintains web pages.

NONESSENTIAL JOB DUTIES

Related duties and special projects as assigned.

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. Proficiency in Asana, Teams, Adobe Acrobat, and other software and platforms a plus.

Ability to learn and quickly adapt to new programs.

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 40%. Occasional travel between National Academies' facilities and to off-site meeting / sponsor locations.

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. 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.

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

J-18808-Ljbffr