Overview

This position is for a Project Assistant within the System Evaluation Division (SED). The Project Assistant, under general supervision, will be responsible for administrative, organizational and operational tasks in support of division programs of varying sizes. In addition, the Project Assistant will assist with coordination, logistics, communications, provisioning and service accommodations for these programs; including support and coordination with task leaders, assist with preparation of research products, create draft plans for meeting agendas, and arrange travel and itineraries for staff travel.

Responsibilities

• Work closely with IDA task leaders and staff to support and complete task-related activities.
• Organize communications for internal and external project meetings. Serve as day-to-day point of contact for project teams, sponsor staff and other meeting attendees or participants. Develop, publish and distribute agendas. Monitor and update website content. Prepare and consolidate information for attendees to facilitate information flow among guests. Prepare all requests for visits and follow-up correspondence.
• Provide coordination and logistic support for division study groups and special events, including meeting room reservations, transportation details, lodging, payment requests, and special activities as required. Organize and manage processes to include guest invitations, registration, clearances, RSVPs and other special requests.
• Assist with the preparation of formal and informal research products, coordinate the approval of products and preparation for distribution to the sponsor. Use appropriate software for creating and integrating documents and other data in accordance with IDA templates and procedures; may require chart and graphics preparation.
• Assist with preparation of division materials and reports related to task work, collect information from task leaders and staff, review the materials and consolidate the information to create reports as needed.
• Administer Division document management systems and SharePoint resources. Manage document collections for division study groups. Distribute documents, reports, and research materials in electronic or hardcopy form at the request of research staff.
• Monitor and submit travel requests and expense reports to accounting. Provide guidance to staff, coordinate timely submissions before and after staff travel and resolve any travel issues or special requests in coordination with finance.
• Manage consultant, honoraria and subcontractor processing, coordinate between task leaders, consultants and finance to provide documentation, and any other data as required, enter requests into IDA systems and monitor the process to completion.
• Solicit data from research staff using established procedures, provide quality control for division databases, and work with research staff to pull data and conduct simple analyses to support briefings and reports. Support research staff to improve division databases, aiding in the development of automated tools and new database capabilities.
• Administer division shared drives and IDA restricted drives, organize drive folders and materials, manage staff access to restricted drives.
• Enter purchase requisitions and change requests in IDA systems as needed.
• Arrange and support inter-divisional information exchanges per management guidance, coordinate with other administrative staff in support of division study groups and panels, and perform other duties as assigned.

Qualifications

• Bachelor’s degree coupled with 2 years of progressively responsible work experience or an Associate's degree with 4 years of experience or high school diploma with 6 years of experience.
• Self-starter who can complete assignments with minimal supervision.
• Strong organizational skills and attention to detail with the ability to prioritize many complex concurrent tasks.
• Excellent written and oral communications skills.
• Advanced experience using Microsoft Suite: Excel, Outlook, PowerPoint and Word.
• Advanced experience using Adobe Acrobat.
• Successful completion of a background check is required.

The ideal candidate will have the ability to:

• Provide high-quality timely task support to a technical group or in a technical work environment.
• Demonstrate appropriate discretion, judgment, and initiative in completing assignments.
• Observe proper handling of proprietary or sensitive information.
• Perform accurate records and database management.