Senior Program Assistant - National Academy of Engineering

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

7d•$23 - $29•Hybrid

About The Position

The Senior Program Assistant is responsible for supporting the Grainger Foundation Frontiers of Engineering (FOE) Program, a signature activity of NAE. The current FOE portfolio includes one US and four international programs with Germany, Japan, China, and the EU. The FOE program brings together highly accomplished early-career engineers from industry, academia, and government to discuss pioneering technical work and leading-edge research in various engineering fields and industry sectors. The meetings provide an opportunity for participants, early in their careers, to learn about cutting-edge developments in fields other than their own, thereby facilitating collaborative, cross-disciplinary, and cross-sectoral work. The Senior Program Assistant performs complex administrative duties for the FOE program with meticulousness and under minimal supervision. Attention to detail and customer-oriented attitude are required. Coordinates logistical and administrative aspects of meetings. Writes, edits, and formats routine correspondence. Interfaces with program stakeholders and performs duties involving review activities. Plans administrative aspects of unit and committee, forum, and other types of meetings. 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, 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 the Director of the FOE in decision-making. Incumbent may lead and provide functional guidance to lower-level support employees.

Requirements

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.
High School Diploma, GED, or equivalent knowledge.
Four years of related experience.
Ability to work at a computer for extended periods of time.
Ability to travel.

Responsibilities

Administrative Operations and Records Management Performs routine and complex clerical and administrative tasks to support day-to-day operations, including word processing, copying, filing, and managing correspondence.
Creates, maintains, and updates records, databases, and filing systems, ensuring information is accurate, accessible, and appropriately archived.
Updates applicable databases and systems in a timely manner and maintains email and distribution lists.
Responds to inquiries and follows up on communications, providing accurate information to members, sponsors, and external stakeholders.
Meeting, Event, and Logistics Coordination Coordinates logistical arrangements for committee meetings, forums, workshops, and related activities.
Assembles and reproduces agenda materials and briefing documents and provides administrative support during meetings.
Coordinates travel and lodging, registers attendees, selects menus, and arranges support services.
Provides assistance at meetings and resolves issues as they arise to ensure smooth execution.
Research, Publications, and Content Support Performs basic research activities, including literature searches, reference gathering, and support for data collection, assembly, and tabulation.
Assists with summarizing literature and research findings.
Inputs, edits, and proofreads reports and formats text and publications.
Coordinates with printers or publishers to produce final materials.
Where applicable, updates and maintains web pages to ensure content accuracy and accessibility.
Financial Processing and Compliance Support Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures.
Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks and ensures documentation and processes align with regulatory requirements.
Team Support and Development Attends meetings, training sessions, and workshops to maintain knowledge and effectiveness.
Mentors and trains new support staff and coordinates temporary help.
May supervise the work of temporary staff to ensure quality and timely completion of assigned tasks.
Related duties and special projects as assigned.