Senior Program Assistant - Social and Economic Systems Program

The National Academies of Sciences, Engineering, and Medicine•Town of Johnstown, NY

8d•$24 - $30•Hybrid

About The Position

The Senior Program Assistant performs complex clerical and administrative duties under minimal supervision for the Social and Economic Systems Program. The role coordinates the administrative and logistical aspects of meetings, workshops, and committee activities; prepares and maintains correspondence, records, and meeting materials; and communicates with committee members, sponsors, and other external customers. Work involves considering multiple variables to determine appropriate actions and following established guidelines, with basic research support as a possible secondary function. The position supports internal and external meetings in virtual and in-person settings, including arrangements for travel, lodging, catering, audiovisual services, and attendee registration as applicable. It also supports meeting preparation and follow-up, information management, publication production, and basic research tasks. The position reports to a program coordinator, officer, or director and works in a hybrid office/telecommute environment, with an expected onsite presence of 60% and occasional travel between National Academies facilities and off-site meeting or sponsor locations.

Requirements

High school diploma, GED, or equivalent knowledge.
Four years of related experience.
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 change direction as needed.
Ability to work successfully in a team environment.
Ability to develop relationships with coworkers and employees in other National Academies departments through effective communication.
Good communication and interpersonal skills, with the ability to interact effectively with employees at all levels.
Ability to work at a computer for extended periods.
Ability to travel.
A cover letter is required.

Responsibilities

Perform routine and complex clerical and administrative tasks, including detailed scheduling, writing and editing correspondence, coordinating mailings, taking meeting notes, and facilitating follow-up actions.
Update databases and systems; maintain and archive accurate documents and files; and maintain email and distribution lists.
Coordinate and execute logistics for internal and external meetings and workshops in virtual and in-person settings.
Arrange travel, lodging, menus, catering, support services such as audiovisual assistance, and attendee registration for in-person meetings.
Set up virtual meeting platforms according to meeting needs and coordinate with participants.
Assist at meetings and resolve issues.
Assemble meeting materials and briefing books and distribute them to participants in advance.
Complete post-meeting tasks, including preparing vouchers and reviewing and processing travel expense reports in accordance with applicable policies and procedures.
Coordinate website updates, respond to inquiries, follow up on communications, and provide information to members, sponsors, and other external customers.
May format, edit, and proofread publications and coordinate printing with printers or publishers.
May gather citations, conduct literature searches, collect and assemble data, tabulate data, and summarize literature.
Perform related duties and special projects as assigned.