Sr. Program Assistant
The National Academies of Sciences, Engineering, and Medicine has a long history of examining the nation’s nutritional well-being and providing sound and providing guidance to policy makers and the public about the application of nutrition and food sciences to improve human health.
Established in 1940, the Food and Nutrition Board studies issues of national and global importance on the safety and adequacy of the U.S. food supply; establishes principles and guidelines for good nutrition; and provides authoritative judgment on the relationships among food intake, nutrition, and health maintenance and disease prevention.
ABOUT THE POSITION
Incumbent will support the work of the Food Forum and the Roundtable on Obesity Solutions (the forum and roundtable), which convene leaders from government, industry, academia, advocacy organizations, philanthropic foundations, and other interested parties around topics of mutual interest. The Food Forum focuses on issues related to food (including safety, regulation, systems, nutrition, and health) and identifying approaches to address them. The Roundtable on Obesity Solutions fosters an ongoing dialogue on critical and emerging issues in obesity prevention, treatment, and weight maintenance, and utilizing a policy, systems, and environmental change lens, the Roundtable explores and advances effective solutions. Incumbent may also work on other projects within the Food and Nutrition Board (FNB).
JOB SUMMARY
Performs complex clerical and administrative duties for assigned program(s) or project(s) under minimal supervision. Coordinates logistical and administrative aspects of meetings, including large virtual meetings. Writes, edits, and formats routine correspondence. Interfaces with forum and roundtable members and performs duties involving forum activities. Plans administrative aspects of forum, roundtable, and collaborative meetings, including assisting with communication and dissemination tasks such as maintaining project web pages and sending updates to listservs and distribution lists. May participate in research-related efforts including researching potential new members or invited speakers, fact checking, and preparing materials for publication. 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. Many tasks are in support of the work of a forum and roundtable that hold 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.
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 and roundtable 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, forum, 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, Adobe Acrobat, and virtual meeting software such as Zoom. 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.
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: Office environment, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations.
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.
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.