Senior Membership Assistant - NAE Elections

Job Description Summary:

Assists the Elections Manager with the year-long membership election process, including but not limited to, support for election committees, nominations, membership comment period, Peer Committee evaluations, Committee on Membership formulation of ballot, ballot preparation, tabulation of ballots, and announcement of election results.

Job Description:

ESSENTIAL JOB DUTIES:
1. Provides support for election website and election tracking databases and resources.  Assists in the development of database processes and procedures, works with internal resources and external contractors to ensure that systems’ functionality is maintained, inputs data for nominations and references, monitors/distributes renomination and ineligibility notifications, issues advisements to members regarding status of their nomination submissions, and helps to ensure quality control of election materials.

2. Assists with data verification, including privileged information related to NAE member elections through internal database system.  

3. Assists in preparation of meeting information, materials and other correspondence and disseminates to members of the Search Committees, Peer Committee and Committee on Membership. This involves several very large mailings for committees.

4. Manages logistics support functions for election committee meetings and workshops.  Reserves conference rooms; makes arrangements for travel and hotel accommodations; obtains contracts for food/beverage and transportation; serves as liaison between hotels, supervisor and members; monitors committee member attendance and hotel rooming lists, and provides on-site staff support at the meetings.

5. Provides administrative support.  Responds to election-related information requests from members, National Academies’ staff, and others; responsible for monitoring election mailbox; prepares correspondence and nominations files; filing; organization and maintenance of permanent election-related records in internal database and Impexium. 

6. Prepares and processes travel and meeting-related invoices and expense reports.  Maintains travel expense log and contacts travelers regarding outstanding expense reports through Workday.  

7. Reviews monthly direct bill credit card statement and monthly transaction register (MRT) and checks to track monthly expenditures and monitor payment of outstanding expense reports.  Reports any issues requiring follow-up to supervisor.  

NONESSENTIAL JOB DUTIES

Related duties and special projects as assigned.

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities: Keen attention to detail and ability to review and proof own work and the work of others for errors. Ability to solve intellectual problems of appreciable variety and complexity using originality and ingenuity.  Ability to exercise appreciable latitude for independent judgment and action.  Experience working in complex environments with a high degree of organizational effectiveness.  Ability to work successfully in a team environment.  Excellent written and oral skills with a proven ability to effectively interact with all levels of employees.  Microsoft 365, Survey Monkey (or comparable), Smartsheet (or comparable) and previous database management experience required.

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

Minimum Experience: Four years of related professional experience.

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

Required Licenses, Certification or Registration: None.

Supervisory Responsibilities/Controls: Reports to Elections Manager.  Sets objectives with supervisor.   Supervisor is available to assign work and assist in problem resolution.

Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 40%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.  

Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.

Compensation Range: 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, plus potential overtime. 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 th