Senior Program Assistant - Forum on Neuroscience and Nervous System Disorders
Job Description Summary:
ABOUT THE BOARD ON HEALTH SCIENCES POLICYThe Board on Health Sciences Policy oversees and guides a program of activities that is intended to encourage and sustain the continuous vigor of the basic biomedical and clinical research enterprises needed to ensure and improve the health and resilience of the public. In conducting these activities, consideration is given to the ethical, legal, and social contexts of scientific and technologic advances and to the balance between scientific opportunities and public needs.
ABOUT THE POSITION
Incumbent will support the work of the Forum on Neuroscience and Nervous System Disorders (the forum), which convenes leaders from government, industry, academia, disease advocacy organizations, philanthropic foundations, and other interested parties to examine significant issues concerning research on neuroscience and brain disorders; the development, regulation, and use of interventions for the nervous system; and related ethical, legal, and social implications. Incumbent may also work on other projects within the Board on Health Sciences Policy. 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. Many tasks are in support of the work of a forum that holds multiple large meetings and workshops per year, and additional webinars, web-based meetings, and collaborative activities. 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), and files. Assembles and reproduces agenda books and briefing materials. Provides administrative support for meetings.
2. Event planning and management: Coordinates logistical arrangements for forum meetings and workshops, including webinars and large 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 roundtable members, and/or interfaces with library staff. Gathers 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 the Office of Finance and Administration.
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. May help mentor and train new administrative staff. Helps coordinate 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 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.
Preferred Qualifications: Proficiency in virtual meeting software such as Zoom. Ability to plan and support extensive meeting activities.
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: Office environment, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations.
