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 Senior Membership Assistant for the NAE provides administrative and clerical support for member services, meetings, database maintenance, the election process, and other related services. Responds to requests for information regarding membership elections. Serves as first point of contact for external communications via phone, email, and correspondence.
Under minimal supervision, primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables to determine proper course of action. Uses pre-determined guidelines to assist in decision-making. Incumbent may lead and provide functional guidance to lower-level support employees.
Job Description:
ESSENTIAL JOB DUTIES:
1. Coordinates or assists with logistical arrangements for meetings and travel for the Membership Committee and regional meetings (facilities, equipment, catering, transportation, badge and tent card preparation, etc.). Coordinates and compiles agenda books and other materials for the meetings. Processes travel expense reports.
2. Coordinates or assists with activities relating to arrangements and preparations for the annual meeting, including processing registration data in Excel databases, preparing mailings, and performing registration activities during the meeting.
3. Assists the Director, Membership in tracking monthly expenditures.
4. Coordinates membership dues process. Processes transactions and payments, including online payments.
5. Enters data into election tracking database and prepares reports on the election process. May coordinate the members’ election process including processing and quality control of nominations. May assist with Council election process.
6. Enters members’ information into the institution-wide membership database and the membership office service database. Records and monitors benefits packages in databases.
7. Responds to request for information from membership (by mail, phone, and/or email). May assist in promoting/disseminating information regarding Membership activities and programs.
8. Drafts routine correspondence. Proofreads all correspondence and other materials.
9. Performs office tasks including answering telephone and email inquiries, reading and distribution incoming mail, ordering office supplies, organizing and maintaining office files, photocopying, and processing requisitions and vouchers.
10. Assists in the coordination of projects such as election of members, officers, foreign associates, and/or council members, regional membership meetings, biographical memoirs, bi-weekly email newsletter to membership, awards programs, and managing large mailings and communications with membership.
11. May provide general administrative support for Home and Foreign Secretaries.
NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.
JOB SPECIFICATIONS
Required Knowledge, Skills, and Abilities:
Moderate to advanced knowledge of a variety of software packages: MS-Word, MS Excel, Lotus Notes, and MS Outlook. Ability to solve problems using the application or selection of commonly used rules, procedures, and precedents. Ability to operate using some latitude for independent judgment and action. Ability to work successfully in a team environment. Ability to develop relationships with co-workers, members and employees in other National Academies’ departments through effective communication. Excellent written and verbal skills with a proven ability to effectively interact with all levels of employees.
Minimum Education/Training Requirements:
High School Diploma, GED, or equivalent knowledge.
Minimum Experience:
Four years of related 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, Membership. Supervisor is available to assign work and assist in problem resolution.
Compensation & Benefits:
An estimated compensation range for this position is $23.97 - $32.96 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. For more information, please click
here.
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:
MEMB
Employee Type:
Employee
Scheduled Weekly Hours:
37.5
City/State:
Washington, District of Columbia