Job Description Summary:
** Cover Letter Required **The Science and Engineering Capacity Development theme is seeking a Program Coordinator to oversee and coordinate the administrative aspects for a portfolio of domestic and international programs developing the capacity of rising science leaders in the United States and abroad. The Science and Engineering Capacity Development Theme aims to develop scientific and engineering capacity in partnering institutions and mobilize human resources domestically and globally. The theme includes fellowships and training programs with a special focus on early career development (New Voices, Mirzayan Fellowship), interdisciplinary collaboration and convergence research (Arab-American Frontiers, US-Africa Frontiers, Connections to Sustain Science in Latin America), network building (Accelnet PEER2PEER) and institutional capacity building of partner academies worldwide.
JOB SUMMARY:
The Program Coordinator provides essential program support, leading administrative coordination of Capacity Theme projects/programs, including stakeholder communication, data collection, data and report analysis, record-keeping, and report/program document drafting. The role involved coordinating and overseeing clerical, administrative, and logistical aspects of meetings, application processes, and program participant engagement. The Program Coordinator will provide work direction and assist with the daily supervision of support staff and temporary help as needed, ensuring administrative responsibilities are successfully carried out. The incumbent also compiles and summarizes information for the development/revision of a variety of documents and serves as liaison between program or board and related external customers, participants, members, and organizations on clerical and administrative matters.
Incumbent coordinates to successfully provide administrative support for programs and provides guidance and work direction to subordinate staff where needed. Proceeds on own initiative in compliance with policies, procedures, and practices, but receives guidance or expertise from supervisor or higher-level staff when needed. Incumbent may establish processes/procedures to ensure the effective and efficient operation of routine clerical and administrative functions.
Job Description:
ESSENTIAL JOB DUTIES:
1. 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.
2. 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.
3. Supervises tasks and serves as mentor and resource to support staff. Assigns tasks, provides work direction, and offers guidance and feedback to support staff within the Capacity Theme as needed. Supervises temporary employees. Interprets and ensures consistent application of organizational policies.
4. 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.
5. 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.
6. Provides assistance to senior staff in the response to review and participates in dissemination activities.
7. Formats text and publications and enters revisions into text. Collaborates with printers/publishers on the publication and distribution of materials.
8. Performs administrative-related compliance tasks and ensures administrative activities are in compliance.
9. Performs financial tasks related to assigned programs/projects. Prepares vouchers and reviews and approves travel expense reports. Tracks and monitors program activity spending.
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. 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 in both domestic and international contexts. 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 and within various cultural contexts. 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 and external stakeholders. Ability to assist with creating promotional graphics following branding guidelines and social media content according to internal policies preferred.
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 where applicable.
Compensation Range: The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $28.93 - $36.16 per hour, plus potential overtime. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. This is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance. For more information, please click here.
Work Environment: Hybrid office/Telecommute environment. Incumbent is expected to work onsite 40% and more during busy seasons/times for the programs within the theme. Occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
The National Academies’ Statement on Diversity and Inclusion:
We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact.
We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world.
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