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Program Coordinator - Division of Behavioral and Social Sciences and Education

Employer
The National Academies
Location
Washington, Ohio
Closing date
Dec 3, 2021

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Position Type
Other
Hours
Full Time
Specialty
Science and Technology Studies
Organization Type
Business
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Job Description Summary:

The Division of Behavioral and Social Sciences and Education (DBASSE) focuses the knowledge, analytical tools, and methods of the behavioral and social sciences on some of the nation's most pressing issues in efforts to understand them and to contribute to their solution. Our areas of expertise include (but are not limited to) anthropology, child development, demography, economics, education, political science, psychology, sociology, and statistics. The Division is overseen by a multi-disciplinary Advisory Committee of experts who help guide the work of the division, particularly on cross-cutting policy issues. DBASSE convenes an annual lecture that features a behavioral or social scientist who has conducted policy relevant research, and a series of webinars and other communication activities to highlight behavioral and social science contributions.

Coordinates and oversees the work of support staff handling clerical, administrative, and logistical aspects of meetings. Provides work direction and assists with the daily supervision of support staff and temporary help, ensuring administrative responsibilities are successfully carried out through 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.

Job Description:

ESSENTIAL JOB DUTIES:
  • Organizes and coordinates 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.
  • Oversees program support employees 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. Invites presenters and participants. Oversees support and administrative activities during meetings, including providing assistance and resolving issues. Prepares written summaries.
  • Supervises and serves as mentor and resource to support staff. Assigns tasks, provides work direction, and offers guidance and feedback to support staff. Supervises temporary employees. Interprets and ensures consistent application of organizational policies.
  • 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.
  • Performs literature searches. Gathers references. Participates in research efforts including collection, assembly, and tabulation of data and summarizing literature.
  • 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.
  • Provides assistance to senior staff in the response to review and participates in dissemination activities.
  • Formats text and publications and enters revisions into text. Collaborates with printers/publishers on the publication and distribution of materials.
  • Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks and ensures administrative activities are in compliance.
  • Performs financial tasks related to assigned programs/projects. Prepares vouchers and reviews and approves travel expense reports. Tracks and monitors spending.
  • Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.
  • 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. Ability to plan and support extensive meeting activities. Ability to provide work direction and lead others in the successful execution of administrative tasks. 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 employees in 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.

    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 program officer/director. Sets objectives with supervisor. Supervisor is available when needed to assist in problem resolution. Leads or supervises the work of subordinate staff.

    Work Environment: Hybrid Office/Telecommute environment with the ability to work remotely up to 50% of the time, 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.

    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.

    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.

    Employee Type:

    Employee

    Scheduled Weekly Hours:

    37.5

    City/State:

    Washington, District of Columbia
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