Program Coordinator - Transportation Research Board Technical Activities Division

Job Description Summary:

**Cover Letter Required**

Coordinates and executes logistical and administrative tasks of a Program Content Group team within the Technical Activities Division (TAD). Supports content planning and logistics for TRB’s 14,000-attendee Annual Meeting for approximately 80 committees and subcommittees, and where applicable, a portfolio of 5 to 10 smaller (100-500 attendees) conferences of national and international interest and committee meetings. Conducts event content planning activities including the facilitation of reviews of papers and other submissions, vetting of and communication with invited speakers, monitoring event budgets, and performing quality assurance activities ensuring institutional policies and procedures are followed. Prepares materials for meetings, sponsors, and other progress reports. Handles meeting logistics, hotels, and travel for events in Academies facilities and preferred hotels. Compiles information for committees and staff.  Handles inquiries from volunteers, sponsors, and others.

Incumbent coordinates and executes activities to successfully provide administrative support for assigned program content group(s). Proceeds on own initiative in compliance with policies, procedures, and practices, and receives guidance or expertise from supervisor when needed.  Ensures the effective and efficient operation of support activities.  May provides guidance and work direction to other coordinators or support staff. 

Job Description:

ESSENTIAL DUTIES:

• Conducts procedural and administrative tasks for committee rotation in assigned area, including creating and downloading reports, performing initial analysis and adjustments in report, carrying out initial review of committee make-up and diversity, preparing recommendations for SPO, and monitoring approvals. Communicates with committee chairs on rotation procedures and membership balance and diversity. Processes interim additions and removals of members between formal rotation periods. Assists SPOs with committee chair appointment processes. Maintains subcommittee data.

• Handles procedural and administrative tasks in support of event and content planning in assigned area for the TRB Annual Meeting. Events may include gatherings, poster and lectern sessions, workshops, and committee meetings. Submissions may include papers, abstracts, posters, and other materials. Sets up structures, forms, and basic information in software systems used for Annual Meeting and conference planning, handles calls for submissions, review of submissions, and communications with reviewers and submitters.  Establishes new volunteer event coordinators, as needed. Monitors deadlines for volunteer submissions and issues reminders. Handles volunteer inquiries regarding events and use of software systems. Inputs data that volunteers are not able to input. Makes necessary changes to events after volunteers no longer have access to the system. Inputs data on behalf of SPOs. Perform quality checks on data and make necessary corrections to ensure completeness, accuracy, and consistency of data and adherence to formats and policies established by TAD. Runs conflict reports. Conducts event slotting. Assists with paper review assignments under the direction of the SPO responsible for the modal or disciplinary area. Provides on-site support for the Annual Meeting as assigned by the Director, Meetings. Participates in Annual Meeting debrief meetings to continually improve the quality and operations of the Annual Meeting.

• Handles procedural and administrative tasks associated with planning for specialty conferences. Provides instruction and assistance to volunteers. Ensures that conference sponsorship and co-sponsorship requests are made on schedule and that complete and accurate information is included in the request forms. For GBEC-approved events, prepares materials for GBEC approval, planning committee appointment, and review of event proceedings. Works with Meetings Department on information needed for logistics, registration, patrons and exhibitors, and any special events or considerations for conference. Monitors volunteer planning of conference content to ensure that deadlines are met, conducting planning and coordination conference call as needed. Performs quality checks on data and make necessary corrections to ensure completeness, accuracy, and consistency of conference program details. Provides final conference program details to the TAD Publishing Group for production of the final printed conference program. Handles logistics, hotel, and travel for conferences held in National Academies facilities with Academies preferred hotels. Provides on-site support for specialty conferences. Prepares, conducts, and reports on conference evaluation surveys. Participates in conference debrief meetings to continually improve the quality and op