Senior Program Assistant - Gulf Futures

Job Description Summary:

In 2013, the National Academies of Sciences, Engineering, and Medicine established the Gulf Research Program (GRP) 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 Gulf Research Program seeks to improve understanding of the region’s interconnecting human, environmental, and energy systems and fostering application of these insights to benefit communities and ecosystems of the Gulf of Mexico region.

THE OPPORTUNITY

The Gulf Research Program seeks a Sr. Program Assistant (SPA) to join the GRP’s Gulf Futures Unit (GF). This position will be responsible for performing complex clerical and administrative duties for assigned projects under minimal supervision. The SPA coordinates logistical and administrative aspects of meetings; writes, edits, and formats routine correspondence; interfaces with committee members; and performs duties involving committee activities. The SPA may also participate in research efforts including collection, assembly, and tabulation of data, as well as researching and summarizing literature.

Job Description:

ESSENTIAL DUTIES

GENERAL ADMINISTRATIVE SUPPORT

Performs routine and complex clerical and administrative tasks including writing and editing correspondence, copying, filing, answering and screening calls, and compiling and coordinating mailings. Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures. Responds to inquiries and follows-up on communications. Communicates with members, sponsors, or other external customers, answering questions and providing information.
 

MEETING LOGISTICS

Coordinates logistical arrangements for committee meetings, workshops, etc. Handles travel and lodging arrangements.  Sets up and monitors hotel room block.  Arranges for catering and selects menus; secures meeting space and A/V needs. Registers attendees.  Provides assistance at meetings and resolves issues.  Assembles 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, updates, and archives records, databases, and files.  Maintains email and distribution lists.

REQUIREMENTS

**A COVER LETTER IS REQUIRED FOR THIS POSITION.

EDUCATION

High School Diploma, GED, or equivalent knowledge.

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.

EXPERIENCE

Four years of related experience (education may substitute for experience)

COMMUNICATION AND TEAMWORK

Excellent communication skills with a proven ability to effectively interact with all levels of employees. 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.

SUPERVISION

Reports to program officer/director. Sets goals with supervisor.

WORK ENVIRONMENT

Hybrid Office/Telecommute environment. Incumbent is expected to work onsite at least 20% of the time. Occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.

COMPENSATION

The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $23.04 - $28.79 per hour. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. 
 

The National Academies’ Statement on Diversity and