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Senior Program Assistant - Gulf Research Program

Location: Washington, D.C.
Department: Gulf Research Program
Job Req #: 170033-8
Basic Requirements: High School Diploma, GED, or equivalent knowledge, and four years of experience in administrative environment.

Preferred Qualifications: College degree.

Description

In 2013, the National Academies of Sciences, Engineering, and Medicine established the Gulf Research Program to enhance oil system safety and the protection of human health and the environment in the Gulf of Mexico and other U.S. outer continental shelf areas. The Program seeks to improve understanding of the region’s interconnecting human, environmental, and energy systems and fostering application of these insights to benefit Gulf communities, ecosystems, and the Nation.

 

JOB 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, 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.

 

ESSENTIAL JOB DUTIES:

 

1. Coordinates logistical arrangements for committee meetings, forums, workshops, etc. Assembles and reproduces agenda books and briefing materials. Provides 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.

 

2. Performs routine and complex clerical and administrative tasks. Creates, maintains, and updates records, databases, and files.  

 

3. Serves as back-up manager of Fluid Review online grants management system.

 

4. 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.

 

5. Processes travel expense reports using Concur Travel and in compliance with applicable policies and procedures.  Assists with procurement processes.

 

6. Responds to inquiries and follows-up on communications. Communicates with members, volunteers, or other external customers, answering questions and providing information.

 

7. Supports meetings and workshops, both in Washington, DC and elsewhere.

 

8. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.

 

9. Other administrative duties as assigned.

 

NONESSENTIAL JOB DUTIES

 

Related duties and special projects as assigned.

 

Required Knowledge, Skills, and Abilities: Strong computer skills, including proficiency in Microsoft Office Suite. Good organizational skills and ability to do detailed work accurately.  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.


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