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Senior Program Assistant - Committee on International Security and Arms Control

Location: Washington, D.C.
Department: Policy & Global Affairs Div
Job Req #: 180046-8
Basic Requirements: High School Diploma, GED, or equivalent knowledge, and four years of related experience.

Preferred Qualifications: Bachelor's degree. Experience with customer-oriented service work. Interest and experience in international travel and relations.

Description

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 Policy and Global Affairs (PGA) is to help improve public policy, understanding, and education in matters of science, technology, and health with regard to national strategies and resources, global affairs, workforce and the economy. The division is particularly charged to identify and build synergy among the disciplines and issue areas, and to promote interaction among science, engineering, medicine and public policy. The division includes a range of standing committees and boards concerned with the vitality of the research enterprise in the US and abroad. In that connection, the units of the division focus particularly on the interaction of key institutions central to science and technology policy, on the standing of US research around the world and cooperation with Science & Engineering bodies in other countries, on the mission and organization of federal research activities, and on the sources of future manpower and funding for research.

 

The Committee on International Security and Arms Control (CISAC) was established in 1980, drawing together leading scholars in science, technology, and medicine with military, diplomatic, and policy experts to address critical problems of international security, particularly issues concerning nuclear weapons, biological security, terrorism and, more recently, space and cyber security. CISAC engages influential scientific counterparts in Russia, China, India, and other countries in security dialogues and other activities. The Senior Program Assistant will provide administrative and logistical support for those activities.

 

JOB SUMMARY:

 

The Senior Program Assistant performs complex clerical and administrative duties for assigned program(s) or project(s) under minimal supervision. Coordinates logistical and administrative aspects of meetings overseas and in the United States. Writes, edits, and formats routine correspondence. Interfaces with invited experts and performs duties involving committee activities. Plans administrative aspects of various types of meetings, from small business meetings to large public workshops. Handles electronic administrative needs, from travel reimbursements to procurement requests. May guide work of program assistants and temporary staff. If administrative and logistical needs are fulfilled, may participate in research efforts including collection, assembly, and tabulation of data, as well as researching and summarizing literature.

 

ESSENTIAL JOB DUTIES:

 

1. Performs routine and complex clerical and administrative tasks including word processing, copying, faxing, filing, answering and screening calls, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, and updates records, databases, and files.

 

2. Coordinates logistical arrangements for committee meetings and workshops. Assembles and reproduces agenda books and briefing materials. Provides administrative support for meetings. Coordinates travel (including international travel, visa applications) and lodging arrangements. Selects menus for committee meals and arranges for support services. Registers attendees. Provides assistance at meetings and resolves issues.

 

3. Updates and maintains web pages.

 

4. Prepares, reviews, and processes travel expense reports in compliance with applicable policies and procedures.

 

5. Inputs edits and proofreads reports. Formats text and publications. Coordinates with printer for reports.

 

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

 

7. May travel and provide support to international meetings in person, including note taking at meetings.

 

8. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.

 

9. Attends meetings, training classes, and workshops.

 

10. Mentors and trains new support staff. Coordinates temporary help and may supervise work of temporary staff.

 

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

 

12. May perform basic research activities, including background searches for staff and committee members. May gather references for reports. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.

 

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.


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