What are the responsibilities and job description for the Administrative Assistant - NAE President's Office position at The National Academies of Sciences, Engineering, and Medicine?
Job Description Summary
Founded in 1964, the National Academy of Engineering (NAE) is a private, independent, nonprofit institution that provides engineering leadership in service to the nation.
The NAE advances the welfare and prosperity of the nation by providing independent, objective advice to the U.S. government whenever called upon to do so, and by promoting a vibrant engineering profession and public appreciation of engineering. The NAE is part of the National Academies of Sciences, Engineering, and Medicine, an independent, nonprofit organization chartered by Congress to provide objective analysis and advice to the nation on matters of science, technology, and health.
The Administrative Assistant provides complex administrative and staff support services to the NAE Executive Office. Administers projects and/or processes specific to the unit. This role supports the NAE President and Executive Officer through their principal assistants. Coordinates meeting and travel arrangements for NAE President and Executive Officer, and supports general office operations. Assists with the planning and management of department and NAE Staff meetings. Serves as the primary support staff member for unit administrative activities and serves as administrative liaison to both internal and external customers. Prepares reports, statistics, and maintains records. May assist in budget preparation or control activities.
Under general supervision, incumbent provides complex administrative support for NAE Executive Office. The job primarily focuses on providing general administrative support for the NAE Executive Office, not programmatic support. Work requires continuous use of detailed knowledge of organizational operations, procedures, and staff. May establish processes/procedures to ensure the effective and efficient operation of routine support functions.
Job Description
ESSENTIAL JOB DUTIES:
Performs a variety of advanced office tasks, including writing and editing correspondence, maintaining office and director’s calendars, and opening, sorting, and responding to mail. Arranges conference calls. Creates, maintains, and updates records, databases, and files. Plans and coordinates travel, lodging, and other logistics for meetings. Coordinates meeting space, equipment, and catering needs. Prepares meeting materials. Prepares documents to support activities. Prepares and processes invoices, purchase orders, and travel vouchers. May run reports using Workday. Monitors and tracks expenditures for budget process. Interfaces with staff on issues relating to project activity numbers and related charges, proposals, monthly reports, and invoices. Coordinates and tracks consultant agreements, sub contracts, and proposals. Maintains direct knowledge of institutional policies and procedures affecting the unit’s work and ensures assignments are carried out in accordance with these policies and procedures. Serves as a resource on National Academies‘ policies, procedures, and practices. Researches and compiles information and prepares reports for special projects.
Nonessential Job Duties
Required Knowledge, Skills, and Abilities: Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to solve problems using selection and application of extensive procedures, precedents, and rules. Ability to operate with some latitude for independent judgment and action. Ability to work successfully in a team environment. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers, employees in other National Academies’ departments and members through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees. Keen attention to detail and ability to review and proof own work and the work of others for errors. Proven ability to maintain confidentiality and handle sensitive information appropriately. Proficiency with office technology and software, including Microsoft Office Suite and Workday.
Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge.
Minimum Experience: Six years of administrative or clerical experience.
Physical Capabilities: Ability to work at a computer for extended periods of time.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to director. Supervisor is available to set priorities and objectives and assist in problem resolution.
Compensation & Benefits: An estimated compensation range for this position is $28.93 - $36.16 per hour, plus potential overtime. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. This is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance.
Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 60%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
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 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.
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
Job Family
ADMN
Employee Type
Employee
Scheduled Weekly Hours
37.5
City/State
Washington, District of Columbia
Founded in 1964, the National Academy of Engineering (NAE) is a private, independent, nonprofit institution that provides engineering leadership in service to the nation.
The NAE advances the welfare and prosperity of the nation by providing independent, objective advice to the U.S. government whenever called upon to do so, and by promoting a vibrant engineering profession and public appreciation of engineering. The NAE is part of the National Academies of Sciences, Engineering, and Medicine, an independent, nonprofit organization chartered by Congress to provide objective analysis and advice to the nation on matters of science, technology, and health.
The Administrative Assistant provides complex administrative and staff support services to the NAE Executive Office. Administers projects and/or processes specific to the unit. This role supports the NAE President and Executive Officer through their principal assistants. Coordinates meeting and travel arrangements for NAE President and Executive Officer, and supports general office operations. Assists with the planning and management of department and NAE Staff meetings. Serves as the primary support staff member for unit administrative activities and serves as administrative liaison to both internal and external customers. Prepares reports, statistics, and maintains records. May assist in budget preparation or control activities.
Under general supervision, incumbent provides complex administrative support for NAE Executive Office. The job primarily focuses on providing general administrative support for the NAE Executive Office, not programmatic support. Work requires continuous use of detailed knowledge of organizational operations, procedures, and staff. May establish processes/procedures to ensure the effective and efficient operation of routine support functions.
Job Description
ESSENTIAL JOB DUTIES:
Performs a variety of advanced office tasks, including writing and editing correspondence, maintaining office and director’s calendars, and opening, sorting, and responding to mail. Arranges conference calls. Creates, maintains, and updates records, databases, and files. Plans and coordinates travel, lodging, and other logistics for meetings. Coordinates meeting space, equipment, and catering needs. Prepares meeting materials. Prepares documents to support activities. Prepares and processes invoices, purchase orders, and travel vouchers. May run reports using Workday. Monitors and tracks expenditures for budget process. Interfaces with staff on issues relating to project activity numbers and related charges, proposals, monthly reports, and invoices. Coordinates and tracks consultant agreements, sub contracts, and proposals. Maintains direct knowledge of institutional policies and procedures affecting the unit’s work and ensures assignments are carried out in accordance with these policies and procedures. Serves as a resource on National Academies‘ policies, procedures, and practices. Researches and compiles information and prepares reports for special projects.
Nonessential Job Duties
- Related duties and special projects as assigned.
Required Knowledge, Skills, and Abilities: Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to solve problems using selection and application of extensive procedures, precedents, and rules. Ability to operate with some latitude for independent judgment and action. Ability to work successfully in a team environment. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers, employees in other National Academies’ departments and members through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees. Keen attention to detail and ability to review and proof own work and the work of others for errors. Proven ability to maintain confidentiality and handle sensitive information appropriately. Proficiency with office technology and software, including Microsoft Office Suite and Workday.
Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge.
Minimum Experience: Six years of administrative or clerical experience.
Physical Capabilities: Ability to work at a computer for extended periods of time.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to director. Supervisor is available to set priorities and objectives and assist in problem resolution.
Compensation & Benefits: An estimated compensation range for this position is $28.93 - $36.16 per hour, plus potential overtime. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. This is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance.
Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 60%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
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 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.
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
Job Family
ADMN
Employee Type
Employee
Scheduled Weekly Hours
37.5
City/State
Washington, District of Columbia
Salary : $29 - $36