Senior Program Assistant - Division on Engineering and Physical Sciences

Job Description 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. 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 types of meeting. May participate in research efforts including collection, assembly, and tabulation of data, as well as researching and summarizing literature. May guide work of program assistants and temporary staff.

The mission of the Division on Engineering and Physical Sciences (DEPS) is to provide independent and authoritative science, technology, engineering and related policy advice to the federal government and to the nation and to promote communications between the science and technology community, the federal government, and the interested public.

DEPS seeks to assess the role of science and technology in important public policy issues and to advance science and engineering, identifying needed research as well as improvements in data and research methods. In these ways, it fosters better science and technology and their use to support decisions on public policies and programs.

DEPS’ work is organized around four broad areas:
•Unique government missions in defense, space, aerospace, and national security
•National infrastructure challenges such as energy and environmental systems, information and telecommunications, manufacturing and engineering design, civil engineering, and the constructed environment
•Science and engineering disciplines such as physics, astronomy, computer science and engineering, materials science and engineering, and the mathematical sciences and their applications.
•Continuing assessments of federal government laboratories and research programs.

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

Administration

Performs routine and complex clerical and administrative tasks, including drafting correspondence, managing membership details, and tracking a variety of meeting and project related activities. Coordinate logistics across all of the program’s projects to ensure overall program success.

Training and Communication

Attends meetings, training classes, and workshops relevant to position. Updates applicable databases and systems on a timely basis and uses organizational tools and strategies to ensure documents and files are accurately maintained and archived.

Planning

Coordinates and executes logistical arrangements for internal and external meetings, workshops, and symposia in both virtual and in-person settings.

Preparation

Coordinates and executes post-meeting tasks, such as preparing vouchers, reviewing and processing travel expense reports in compliance with applicable policies and procedures. Assembles meeting materials, which may include agendas, meeting summaries, or briefing books and distributes to meeting participants in advance of meeting and as a part of this process, uses timelines to ensure tasks are completed and executed in a timely manner.

Travel

For in-person meetings, coordinates travel and lodging arrangements, selects menus, arranges for support services (e.g. AV), and registers attendees.

Research

May perform basic research activities, including gathering citations and performing literature searches for staff and committee members.

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 School Diploma, GED, or equivalent knowledge. BA/BS in a scientific or technical field preferred.

Minimum Experience: Four years of related