Marketing and Subscriptions Administrative Assistant - Proceedings of the National Academy of Sciences

Job Description Summary:

The Proceedings of the National Academy of Sciences (PNAS) is the National Academy of Science's official peer-reviewed journal of original scientific research. Since its establishment in 1914, it publishes cutting-edge research reports, commentaries, reviews, perspectives, colloquium papers, and actions of the Academy. Coverage in PNAS spans the biological, physical, and social sciences. In 2022, the National Academy of Sciences launched PNAS Nexus, an open access journal with a focus on high-quality original research with broad, interdisciplinary appeal from across the biological, medical, physical, social, and political sciences, and engineering and mathematics. PNAS is seeking a Marketing and Subscriptions Administrative Assistant to perform a broad set of marketing activities related to scientific publications at an influential organization.

Supports the Marketing and Subscriptions teams for PNAS by coordinating administrative tasks, including organizing mailing lists, managing inventory, and ordering promotional items. Assists in planning and executing event logistics, from hiring temporary staff to printing materials and creating badges. Works with internal teams to ensure smooth communication and project execution, including maintaining event schedules, financial paperwork, and procurement processes. Helps manage relationships with promotional vendors, handles shipping logistics, and supports social media scheduling efforts to promote the organization’s initiatives.

Works with either close supervision or under clearly defined procedures. Receives guidance/supervision on new assignments but normally works independently on mastered tasks. Follows established procedures and guidelines to perform all duties accurately and on time. Uses pre-determined guidelines to assist in decision-making.

Job Description:

 ESSENTIAL JOB DUTIES:

• Coordinates mailing and shipping tasks by collecting and formatting mailing addresses. Oversees the process of sending welcome packages to new staff members, Editorial Board members, and other recipients, using FedEx systems to efficiently manage all shipments.

• Assists the PNAS Subscriptions team with event logistics, including hiring and overseeing temporary staff. Handles administrative tasks such as printing badges and preparing materials like agendas and brochures. Helps create and manage events using Cvent to ensure smooth and professional execution.

• Collaborates with the PNAS Marketing team to support event promotions and communications. Schedules and tags social media posts on a weekly basis, maintaining a consistent and organized social media presence that aligns with the team's marketing strategies.

• Manages the ordering, inventory, and mailing of swag for both the Marketing and Subscriptions teams. Works closely with vendors to ensure timely and accurate ordering of promotional materials, and coordinates delivery to stakeholders such as sales agents.

• Oversees administrative tasks, including coordinating the printing and ordering of business cards. Tracks and maintains inventory for event materials and supplies, ensuring that all necessary resources are available for successful execution of events and promotional activities.

• Additional tasks may include managing credit card and financial reconciliation processes, ensuring accurate tracking of expenses and submitting financial paperwork to the PNAS Finance and NASEM Procurement teams in a timely manner to facilitate approvals and payments.

NONESSENTIAL JOB DUTIES

• Related duties and special projects as assigned.

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities:  Basic knowledge of marketing principles and practices. Knowledge of Microsoft Office, including Excel. General office administrative knowledge is desired, such as handling mailings, drafting/editing meeting agendas, printing tent cards/badges, etc. Ability to solve problems through selection and application of commonly used rules, procedures, and precedents.  Ability to work successfully in a team environment.  Ability to develop relationships with co-workers and employees in other National Academies' departments.  Good communication skills with a proven ability to effectively interact with all levels of employees. 

Minimum Education/Training Requirements:  High School Diploma, GED, or equivalent knowledge.

Minimum Experience:  Three years of related experience.  

Physical Capabilities:  Ability to work at a computer for extended periods of time.

Required Licenses, Certification or Registration:  None.

Supervisory Responsibilities/Controls: