Job Description

Summary: Description
Climate Crossroads (CCX) is a major new initiative that will harness the full complement of expertise and skills across the National Academies to catalyze actions to meet the unprecedented challenges and opportunities of climate change. CCX will partner with existing National Academies\xe2\x80\x99 divisions, boards, and other units with a goal to enhance cross-Academies strategy and coordination, program development and fundraising, communications and engagement, and partnerships. The National Academies seeks a highly motivated and skilled Senior Program Assistant (SPA) to provide complex administrative and clerical support to the Climate Crossroads initiative.

JOB SUMMARY:

Under minimal supervision, the SPA will be responsible for executing the administrative, logistical, and clerical operations of CCX programs. Key responsibilities and functions will include: logistics planning and coordination for virtual and in-person meetings/workshops related to the program; recordkeeping and maintaining databases; developing routine internal and external correspondence; communicating and coordinating across internal and external colleagues and committee members. The SPA may support research tasks including collection, assembly, and tabulation of data, as well as researching and summarizing literature as assigned.

The successful candidate will be a proactive, detail-oriented administrative professional, who actively seeks opportunities and proposes solutions; has the ability to exercise good judgment in a variety of complex situations, with strong written and verbal communication and organizational skills; is able to effectively balance multiple priorities; and enjoys working within an entrepreneurial environment that is results- and mission-driven.

:

ESSENTIAL JOB DUTIES:

1. Performs routine and complex clerical and administrative tasks including word processing, copying, faxing, filing, answering and screening calls, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, and updates records, databases, and files. May serve as timesheet coordinator.

2. Coordinates logistical arrangements for committee meetings, forums, workshops, etc. Assembles and reproduces agenda books and briefing materials. Provides administrative support for meetings. Coordinates travel and lodging arrangements. Selects menu and arranges for support services. Registers attendees. Provides assistance at meetings and resolves issues.

3. Performs basic research activities, including literature searches for staff and committee members. Gathers references. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.

4. Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures.

5. Inputs edits and proofreads reports. Formats text and publications. Coordinates with printers/publishers to have materials printed.

6. Responds to inquiries and follows-up on communications. Communicates with members, sponsors, or other external customers, answering questions and providing information.

7. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.

8. Attends meetings, training classes, and workshops.

9. Mentors and trains new support staff. Coordinates temporary help and may supervise work of temporary staff.

10. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.

11. Where applicable, updates and maintains web pages.

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\xe2\x80\x99 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 program 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\xe2\x80\x99 facilities and to off-site meeting/sponsor locations.

The National Academies\xe2\x80\x99 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\xe2\x80\x99 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.

Job Family: PROG

Employee Type: Employee

Scheduled Weekly Hours: 37.5

City/State: Washington, District of Columbia

National Academy of Sciences