Program Coordinator - Transportation Research Board

Job Description Summary:

Coordinates and oversees the work of support staff handling clerical, administrative, and logistical aspects of meetings under direct supervision of the Operations Manager, TRB Cooperative Research Program (CRP) in carrying out their responsibilities for planning and executing the day-to-day office operations. Provides work direction and assists with the daily supervision of support staff and temporary help, ensuring administrative responsibilities are successfully carried out with subordinate staff. Compiles and summarizes information for the development/revision of a variety of documents. Participates in research efforts. Serves as liaison between program or board and related external customers, members, sponsors, and organizations on clerical and administrative matters.

Incumbent coordinates work with subordinate staff to successfully provide administrative support for programs. Proceeds on own initiative in compliance with policies, procedures, and practices, but receives guidance or expertise from supervisor or higher-level staff when needed. Provides guidance and work direction to subordinate employees. With approval, incumbent may establish processes/procedures to ensure the effective and efficient operation of routine clerical and administrative functions. Job typically found only in large boards or units requiring multiple levels of clerical and administrative staff (e.g., Program Assistants & Senior Program Assistants).

The National Academy of Sciences, National Academy of Engineering, and National Academy of Medicine work together as the National Academies of Sciences, Engineering, and Medicine to provide independent, objective analysis and advice to the nation and conduct other activities to solve complex problems and inform public policy decisions. The National Academies also encourage education and research, recognize outstanding contributions to knowledge, and increase public understanding in matters of science, engineering, and medicine.

The Transportation Research Board (TRB) is a major division of the National Academies of Sciences, Engineering, and Medicine—a private, nonprofit institution that is providing services to the government, the public, and the scientific and engineering communities. The Board's mission is to provide leadership in transportation innovation and progress through research and information exchange, conducted within a setting that is objective, interdisciplinary, and multimodal. The Cooperative Research Programs (CRP) are applied, contract research programs that develop near-term, practical solutions to problems in the highway, transit, airport, freight and hazardous materials transportation industries.

Job Description:

ESSENTIAL JOB DUTIES:

1. Assists in Organizing and coordinating overall administrative facets of programs/projects, including identifying workflow needs, developing procedures and recordkeeping systems, and ensuring administrative aspects of programs/projects are successfully executed. May work directly with Senior Program Officers providing administrative support. Has the ability to complete all CRP Process administrative tasks using appropriate procedures and or software.

2. Oversees program support employees as directed in handling logistical arrangements for meetings, including compilation and production of agenda books and briefing materials, coordination of travel and lodging arrangements, and selection of venue, menu, and support services. May invite presenters and participants. Manages support and administrative activities during meetings, including providing assistance and resolving issues. Ensures adherence to standard agendas, schedules, and other logistical requirements for meetings. Provide onsite support and management of office and meeting activities. May provide oversight for travel planning and work with the Office of the Chief Financial Officer financial staff on reimbursement for meetings. May work with CRP Travel staff and various travel vendors to support proper function of this process for meeting attendees and staff. Prepares written summaries and meeting notes.

3. May supervise and serve as mentor and resource to support staff. Trains staff on all administrative procedures. Assigns tasks, provides work direction, and offers guidance and feedback to support staff. Supervises temporary employees as directed. Interprets and ensures consistent application of organizational policies.

4. Communicates with committee, forum, and workshop members and other external program or project contacts. Facilitates the flow of information among members, consultants, program or project sponsors, and staff. Researches and responds to inquiries from staff, members, sponsors, etc.

5. Performs literature searches. Gathers references. Participates in research efforts including collection, assembly, and tabulation o