**Selected candidate must have or be willing to obtain a TS/SCI clearance.**
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 mission of the Division on Engineering and Physical Sciences (DEPS) is to provide independent and authoritative science, technology, engineering and related policy advice to the federal government and to the nation and to promote communications between the science and technology community, the federal government, and the interested public.
DEPS seeks to assess the role of science and technology in important public policy issues and to advance science and engineering, identifying needed research as well as improvements in data and research methods. In these ways, it fosters better science and technology and their use to support decisions on public policies and programs.
The Board on Army Research and Development (BOARD) serves as a convening authority for the discussion of emerging science and technology topics of interest to the US Army. The board provides a forum for identifying emerging science to foster invention, innovation and demonstration of technologies that will enable future force capabilities for the US Army. The board develops and executes various Academies activities including bringing together leading scientific experts to participate in consensus studies, workshops, roundtables and forums.
The Administrative Assistant for the Research Program Review and Analysis Committee Task (RPAC) for the Board on Army Research and Technology (BOARD) provides complex administrative and staff support services to the unit/board director and for the unit or board in general. Administers projects and/or processes specific to the unit. Oversees meeting and travel arrangements for activity meetings and prepares related materials. Serves as the primary support staff member for unit administrative activities and serves as administrative liaison to both internal and external customers. Prepares reports, statistics, and maintains records. May assist in budget preparation or control activities. The job primarily focuses on providing general administrative support for a unit/board and unit/board director as well as programmatic support as required. Work requires continuous use of detailed knowledge of organizational operations, procedures, and staff. May establish processes/procedures to ensure the effective and efficient operation of routine support functions.
ESSENTIAL JOB DUTIES:
1. The Administrative Assistant performs a variety of advanced office tasks, including writing and editing correspondence, maintaining office and director’s calendars, and opening, sorting, and responding to mail. Arranges conference calls. Creates, maintains, and updates records, databases, and files.
2. Plans and coordinates travel, lodging, and other logistics for meetings. Coordinates meeting space, equipment, and catering needs. Prepares meeting materials. Prepares documents to support unit activities.
3. Prepares and processes invoices, and travel vouchers. Monitors and tracks expenditures for budget process. Interfaces with staff on issues relating to project activity numbers and related charges, proposals, monthly reports, and invoices. Coordinates and tracks consultant agreements, sub contracts, and proposals.
4. Maintains direct knowledge of institutional policies and procedures affecting the unit’s work and ensures assignments are carried out in accordance with these policies and procedures. Serves as a resource on National Academies’ policies, procedures, and practices. Serves as point of contact for the office, unit, or board.
5. Researches and compiles information and prepares reports for special projects.
6. Mentors and trains new support staff employees. Coordinates work-flow for support staff in unit. Coordinates temporary help and may supervise temporary staff.
7. May perform administrative-related Federal Advisory Committee Act (FACA) compliance tasks.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to solve problems using selection and application of extensive procedures, precedents, and rules. Ability to operate with some latitude for independent judgment and action. Ability to work successfully in a team environment. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies’ departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees.