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About the Role
Performs complex clerical and administrative duties under minimal supervision. Coordinates logistical and administrative aspects of meetings. Writes, edits, and formats routine correspondence. Interfaces with committee members and performs duties involving committee activities. Plans administrative aspects of unit and committee, forum, and other types of meeting.
Responsibilities
- Performs routine and complex clerical and administrative tasks including detailed scheduling, writing and editing correspondence, compiling and coordinating mailings, taking meeting notes, and facilitating follow-up actions.
- Updates databases and systems, and ensures documents and files are accurately maintained and archived.
- Maintains email and distribution lists.
- Coordinates and executes logistical arrangements for internal and external meetings and workshops in both virtual and in-person settings.
- For in-person meetings, coordinates travel and lodging, selects menus, arranges catering, secures support services (e.g., AV), and registers attendees.
- For virtual meetings, organizes and sets up virtual meeting platforms, and coordinates with participants.
- Assists at meetings and resolves issues.
- Assembles and distributes meeting materials and briefing books in advance.
- Coordinates and executes post-meeting tasks, such as preparing vouchers and reviewing/processing travel expense reports.
- Coordinates website updates.
- Responds to inquiries and follows up on communications.
- Communicates with members, sponsors, or other external customers, answering questions and providing information.
- May assist with formatting, editing, and proofreading publications.
- May coordinate with printers/publishers for material printing.
- May perform basic research activities, including gathering citations and performing literature searches.
- May participate in other research efforts including data collection, assembly, tabulation, and literature summarization.
- Performs related duties and special projects as assigned.
Requirements
- 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’ departments through effective communication.
- Good communication and interpersonal skills with a proven ability to effectively interact with all levels of employees.
- Ability to work at a computer for extended periods of time.
- Ability to travel.
Skills
- Microsoft Office Suite
- Clerical tasks
- Administrative tasks
- Scheduling
- Writing
- Editing
- Correspondence
- Meeting notes
- Database updates
- File maintenance
- Archiving
- Email list maintenance
- Distribution list maintenance
- Event planning
- Meeting coordination
- Virtual meeting platforms (e.g., Zoom)
- Travel coordination
- Lodging coordination
- Catering coordination
- Audio-visual support
- Attendee registration
- Issue resolution
- Material assembly
- Briefing book preparation
- Voucher preparation
- Travel expense report processing
- Website updates
- Inquiry response
- Communication
- Publication formatting
- Publication editing
- Publication proofreading
- Printer/publisher coordination
- Basic research
- Citation gathering
- Literature searches
- Data collection
- Data assembly
- Data tabulation
- Literature summarization
- Problem-solving
- Prioritization
- Teamwork
- Interpersonal skills
Location
- Washington, District of Columbia
Work Type
- Hybrid Office/Telecommute
- Full-time
Experience Level
- Four years of related experience
Education Level
- High School Diploma, GED, or equivalent knowledge
Salary/Compensations
- $23.97 - $29.96 per hour, plus potential overtime
Benefits
- Medical insurance
- Dental insurance
- Vision insurance
- Life insurance
- Disability coverage
- Retirement and savings benefits
- Paid holidays
- Paid personal leave
- Transportation subsidies
- Education assistance
About the Company
- The Earth Systems and Resources Program addresses connections between people, place, and the Earth system (land surface and deep Earth, atmosphere, cryosphere, water, and oceans) with a focus on resources, hazards, conservation, and basic and applied science.
Equal Opportunity
- 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 does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, 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.