Program Coordinator

2 months ago

Washington, United States National Academy of Sciences, Engineering, and Medicine Full time
Program Coordinator - Science and Engineering Capacity Development

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.

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 involves coordinating and overseeing clerical, administrative, and logistical aspects of meetings, application processes, and program participant engagement.

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.
  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.
  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.
  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.
  10. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived.
  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, ability to provide work direction and lead others, and excellent communication and interpersonal skills.

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.

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.

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.

The National Academies’ Statement on Diversity and Inclusion: We value diversity among our staff and recognize that talent is broadly distributed in society.

Equal Opportunity Employer: It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories without discrimination.

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