Program Assistant

Found in: beBee jobs US - 2 weeks ago

Washington, Washington, D.C., United States Non-Departmental Agency Full time
Summary

The Wilson Center is one of the three special institutions created by congressional statute to perform a national mission in affiliation with the Smithsonian Institution. It is governed by its own presidentially appointed Board of Trustees and supported by public and private funds. The Center conducts and sponsors original scholarship and convenes balanced and inclusive dialogue through its programs, which cover all regions of the world and several major global issues.



Duties

The incumbent serves as a clerical and administrative assistant for the History and Public Policy Program (HAPP) and the Kissinger Institute on China and the United States (KICUS), reporting jointly to the respective Program Directors (or Deputy Directors where applicable), and is responsible for planning, executing and closing out the Program's projects, events, workshops, conferences, seminars, and meetings. As such, the incumbent:

  • Provides financial management, administrative, and logistical support for all Program activities and events.
  • Maintains the short and long-term Program timeline for grant-based deliverables and obligations.
  • Arranges and executes travel and accommodations for the Program staff as well as the Program's invitational travelers and scholars. Arranges and executes travel authorizations and vouchers to reimburse speakers and staff members for travel expenses.
  • Provides support for all aspects of the programs, including planning and executing associated events, virtual and telephonic meetings, handling all the pre-arrival preparations including travel logistics, liaising with communications staff on pre-arrival promotion and editing written materials, and supporting the administrative needs of visiting scholars.
  • Take lead in providing logistical support on the day of all in-person public as well as private events.
  • Attend all internal online meetings fully by having camera on.
  • Assists the Program Associates, Deputy Directors, and Directors with tracking expenditures for Program accounts and reconciling those accounts with reports provided by the Wilson Center's Financial Management Office.
  • Monitors and tracks the financial management related to grants and submitting grant-related expenses to the shared tracking system in coordination with the Program Associates and Directors.
  • Routinely drafts correspondence for Directors' signature.
  • Drafts and sends invitations for meetings and events for dissemination, books rooms and prepares all materials for meetings and events, including programs, signs, tent-cards, and any other necessary arrangements to ensure overall success of meetings.
  • Coordinates with Wilson Center Audio Visual and External Relations to communicate special requirements for meetings, and ensures inclusion of meetings on the Wilson Center's strategic planning calendar.
  • Drafts and prepares a variety of correspondence, financial reports, forms, and other materials related to Project activities and commitments to funders.
  • Organizes, maintains and regularly updates all files on all events, meetings, contacts, ongoing projects, and funding sources.
  • Maintains and updates the Program's contact and grant-tracking databases.
  • Assists with the production of meeting/conference reports, grant reports, impact assessments, briefing notes, and grant applications.
  • Assists with the recruitment, orientation, supervision, and out-processing of interns.
  • Assists with the maintenance and updating of the Programs' webpage, especially as it pertains to events.
  • Helps with the organization and maintenance of Program archives. Gathers narrative and statistical data to prepare various reports to funders.
  • Performs basic research related to program activities and event topics.
  • Works in office as determined by the History and Public Policy Program and the Kissinger Institute on China and the United States' telecommuting agreement and is on-site to assist at events as required.

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