Program Coordinator - U.S. Science and Innovation Policy

$60,174 - $75,213/Yr

National Academy of Sciences - Northeast South Bend, IN

Full-time - Mid Level

Remote - Northeast South Bend, IN

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The U.S. Science and Innovation Policy Theme, part of the Policy and Global Affairs Division, is dedicated to enhancing the U.S. research and innovation landscape. This theme encompasses various boards, programs, and collaborations aimed at informing policy and fostering a competitive research environment. The Policy Theme Program Coordinator plays a crucial role in supporting the theme's leadership by coordinating administrative functions, managing projects, and facilitating communication across the theme's initiatives. The coordinator will be responsible for designing and maintaining project management systems and databases, ensuring that all administrative aspects of the programs are executed effectively. This position requires close collaboration with the theme lead and other staff to provide guidance and mentorship to administrative personnel, ensuring compliance with institutional policies. In addition to administrative coordination, the Program Coordinator will support the Committee on Science, Engineering, Medicine, and Public Policy, as well as the Strategic Council on Research Excellence, Integrity, and Trust. The role involves organizing meetings, overseeing logistical arrangements, and ensuring that all necessary materials are prepared and distributed. The coordinator will also be tasked with performing literature searches, compiling information for document development, and maintaining records and databases. This position is essential for the smooth operation of the Policy Theme and requires a proactive approach to problem-solving and communication.

Responsibilities

• Organizes and coordinates overall administrative facets of the theme/programs/projects, including identifying workflow needs, developing procedures and recordkeeping systems, and ensuring administrative aspects of programs/projects are successfully executed.
• 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.
• Supervises and serves as mentor and resource to support staff. Assigns tasks, provides work direction, and offers guidance and feedback to support staff.
• 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.
• Performs literature searches. Gathers references. Participates in research efforts including collection, assembly, and tabulation of data and summarizing literature.
• 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.
• Provides assistance to senior staff in the response to review and participates in dissemination activities.
• Formats text and publications and enters revisions into text. Collaborates with printers/publishers on the publication and distribution of materials.
• Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks and ensures administrative activities are in compliance.
• Performs financial tasks related to assigned programs/projects. Prepares vouchers and reviews and approves travel expense reports. Tracks and monitors spending.
• Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived.
• Updates and maintains web pages and prepares newsletters and other promotional materials.

Requirements

• Proficiency in Microsoft Office Suite.
• Ability to plan and support extensive meeting activities.
• Ability to provide work direction and lead others in the successful execution of administrative tasks.
• Ability to solve intellectual problems using some latitude for independent judgment and discretion and the initiative to ensure administrative tasks are accomplished.
• 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.
• Excellent communication and interpersonal skills with a proven ability to effectively interact with all levels of employees.
• High School Diploma, GED, or equivalent knowledge.
• Six years of related experience, one of which was in a supervisory or working lead capacity.

Benefits

• Compensation range of $28.93 - $36.16 per hour based on relevant knowledge, skills, and work experience.
• Hybrid Office/Telecommute environment with expected onsite percentage of 40%.
• Support for equity, fairness, and transparency in compensation programs.