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Senior Program Assistant - Committee on National Statistics

Job Description Summary:
The National Academies of Sciences, Engineering, and Medicine seeks a Senior Program Assistant for the Committee on National Statistics (CNSTAT) and the Committee on Population (CPOP). The mission of CNSTAT is to provide advice to the federal government and the nation grounded in the current best scientific knowledge and practice that will lead to improved statistical methods and information upon which to base public policy. CPOP brings the knowledge and methods of the population sciences to bear on major issues of science and public policy. The mission of CPOP is to provide advice to public and private sector institutions based on the best population research.

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.

Under minimal supervision, the 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:
1. Administrative: Performs routine and complex clerical and administrative tasks including word processing, copying, filing, answering and screening calls, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, and updates records, databases (e.g,, attendee lists, worksheets for travelers), webpages, and files.  Assembles and reproduces agenda books and briefing materials. Provides administrative support for meetings.
2. Event planning and management: Coordinates logistical arrangements for committee meetings, forums, workshops, webinars and web-based meetings. Coordinates travel and lodging arrangements. Selects menu and arranges for support services, including audiovisual and transcription. Registers attendees. Provides assistance at meetings and resolves issues.
3. Basic research activities: Includes conducting or helping with literature searches for staff and committee members, and/or interfaces with library staff. Gathers and tracks references to help assemble workshop readings. May participate in other research efforts as needed.
4. Contracts and reimbursement: Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures. Prepares documentation for contracts with writers and consultants, with guidance from senior staff.
5. Publications: Inputs edits and proofreads workshop publications. Formats text and sends drafts to speakers to review for accuracy. Coordinates with printers/publishers to have materials printed. Secures necessary permissions and forms for publication. Provides support with formatting, proofreading, and citations for individually-authored perspectives.
6. Communication, dissemination, and information management: Responds to inquiries and follows-up on communications. Communicates with members, sponsors, or other external customers, answering questions and providing information. Updates applicable databases, and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists. Where applicable, updates and maintains web pages. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.
7. Staff development: Attends meetings, training classes, and staff development workshops to develop and hone necessary skills. Mentors and trains new support staff. Coordinates temporary help and may supervise work of temporary staff.

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.
Minimum Experience: Four years of related experience.
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 administrative coordinator/officer/director. Supervisor is available to organize work, set objectives, and to 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. In accordance with the National Academies’ commitment to provide a safe and healthy workplace, all employees must be fully vaccinated against COVID-19, except as otherwise permitted under a reasonable accommodation for medical or religious reasons.  Unless granted an accommodation, successful applicants will be required to confirm their vaccination status and proof of vaccination promptly upon beginning employment.  Applicants needing accommodations should indicate this in their application; applicants will not be discriminated against in the hiring process on the basis of requesting an accommodation.

The National Academies’ Statement on Diversity and Inclusion:
To promote diversity and inclusion in the sciences, engineering, and medicine, we are committed to increasing the diversity of the National Academies’ staff, members, and volunteers to reflect the populations we serve. We pledge to cultivate an environment and culture that promotes inclusion and values respectful participation of all individuals who help advance the mission of the institution.

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.