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 of data and summarizing literature.
6. Compiles and summarizes information for the development/revision of a variety of documents. Performs administrative tasks including writing and editing correspondence, coordinating mailings, and creating and maintaining records and databases. May serve as Timesheet Coordinator.
7. Provides assistance to senior staff in the response to review and participates in dissemination activities.
8. Formats text and publications and enters revisions into text. Collaborates with publications staff, printers/publishers on the publication and distribution of materials.
9. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks and ensures administrative activities are in compliance.
10. Performs financial tasks related to assigned programs/projects. Prepares vouchers and reviews and approves travel expense reports. Tracks and monitors spending.
11. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.
12. Updates and maintains web pages and prepares newsletters and other promotional materials.
NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.
JOB SPECIFICATIONS
Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office Suite. Excellent computer skills with experience in membership, project management, and survey software preferred. Ability to work in a fast-paced environment and meet deadlines while managing multiple projects/tasks. Ability to plan and support extensive meeting activities. Professional and effective written and verbal communication skills with proven competency in analytical problem-solving, attention to detail, organizational skills, business etiquette, multitasking, and approaching challenging matters with enthusiasm and creativity in a proactive manner. Ability to provide work direction and lead others in the successful execution of administrative tasks. Ability to interact professionally with external scientific/technical community in the fulfillment of the unit's mission. Ability to solve intellectual problems using some latitude for independent judgment and discretion and the initiative to ensure administrative tasks are accomplished. 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 the staff of other National Academies' departments through effective communication. Excellent 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. Bachelor's degree preferred.
Minimum Experience: Six years of related experience, one of which was in a supervisory or working lead capacity.
Physical Capabilities: Ability to work at a computer for extended periods of time. Ability to travel.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to the Operations Manager. Sets objectives with supervisor. Supervisor is available when needed to assist in problem resolution. Leads or supervises the work of subordinate staff.
Compensation Range & Benefits: 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 $28.93 - $36.16 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. This position is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance. For more information, please click here.
Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 40%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
The National Academies’ Statement on Diversity and Inclusion:
We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact.
We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world.
Equal Opportunity Employer:
It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.
Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.
Job Family:
PROG