Senior Program Assistant - PGA Action Collaborative

Job Description Summary:

The Policy and Global Affairs Division is hiring a Senior Program Assistant for the Action Collaborative. The Action Collaborative brings together over 60 academic and research institutions and key stakeholders to work toward and share targeted, collective action on addressing and preventing sexual harassment across all disciplines and among all people in higher education. The work involves planning logistics and holding meetings and events of varying size, including a Summit with over 500 attendees; maintaining and updating information about the participants in the Action Collaborative; handling the annual invoicing process; and managing the organization and systems for an annual call for submissions and the regular collection of information from participants in the Action Collaborative.

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. 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 meeting types. May participate in research efforts including collection, assembly, and tabulation of data and researching and summarizing literature.

Under minimal supervision, the primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables to determine the proper course of action. The 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.

Job Description:

ESSENTIAL JOB DUTIES:

ADMINISTRATIVE

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. Assembles and reproduces agenda books and briefing materials. Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.

EVENT PLANNING AND MANAGEMENT

Coordinates logistical arrangements for in-person, hybrid, and virtual committee meetings, forums, workshops, etc. Provides on-site and/or virtual assistance 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. Assembles and reproduces agenda books and briefing materials.

RESEARCH

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.

INFORMATION MANAGEMENT

Creates, maintains, and updates records, databases, and files. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists. Where applicable, updates and maintains web pages.

PUBLICATIONS

Inputs edits and proofreads reports. Formats text and publications. Coordinates with printers/publishers to have materials printed. Secures necessary permissions and forms for publication. Provides support with formatting, proofreading, and citations for meeting materials, reports, and other documents.

STAFF DEVELOPMENT

Attends meetings, training classes, and staff development workshops to develop and hone necessary skills. May help mentor and train new support staff. May coordinate temporary help and supervise work of temporary staff.

NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.

JOB SPECIFICATIONS
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.
Minimum Education/Training Requirements: High Schoo