Job Description Summary:
JOB SUMMARY:
Manages centralized administrative support functions for a major unit or a board/department of significant size and complexity. Oversees activities including clerical and support services, human resources, record keeping, purchasing, staff development, office space and equipment management, travel, and meetings. Prepares reports regarding operations and personnel. Serves as administrative liaison with others in and outside of the organization. Ensures consistent application of policies and procedures. Approves expenditures and may prepare budgets and develop control activities. Supervises staff.
Reporting to the head of a large unit/department, incumbent oversees centralized administration for the entire unit/department. Relies on extensive experience and judgment to plan and accomplish goals. A wide degree of creativity and latitude is expected. Establishes and develops administrative policies and procedures. Proceeds on own initiative in compliance with policies, procedures, and practices, but receives guidance or expertise from supervisor or higher-level staff when needed. Supervises Travel Associate staff. Job is typically found only in large boards or units requiring multiple levels of clerical and administrative staff (e.g., Office Assistants, Senior Office Assistants & Administrative Assistants).
Job Description:
ESSENTIAL JOB DUTIES:
1. Manages and assists in the daily transactional workflow of the office and direct supervision of staff performing these duties.
2. Serves as the unit liaison to the Office of Human Resources. Coordinates personnel matters including recruiting, training, performance evaluations, consultant agreements, borrowed personnel, and inter-personnel agreements, status changes, and coordinating temporary staff. Interviews applicants for administrative and clerical staff positions in the unit. Assists in interviewing and reference verification for professional staff.
3. Prepares or directs the preparation of a variety of reports. Researches and compiles data and information for presentations and reports. Interprets recurring administrative reports, such as expenses, budgets, and utilization reports. May review and edit items prepared by other staff to ensure adherence to policies. Creates and maintains record and filing systems. Tracks changes and trends, compiling and reporting information to unit director.
4. Advises staff on and ensures consistent application of National Academies’ policies and procedures. Provides instruction and assistance on administrative issues, policies, and procedures. Develops unit policies and procedures.
5. Supervises and trains support and temporary staff. Provides leadership and mentoring to department employees. Initiates a variety of personnel actions, trains and develops employees, and assigns work.
6. Prepares and manages budgets for assigned function(s). Reviews and approves payment of invoice vouchers. Reviews contractual obligations and ensures that obligations are met. Authorizes expenditures, monitoring and ensuring budget parameters are met. Recommends actions to manager/director, as appropriate.
7. Arranges and executes unit meetings. Develops and prepares meeting agendas and materials.
8. Monitors staff development requests and budget. Serves as the liaison with the Staff Development office.
10. Manages the board/department’s database, including ensuring data integrity and producing queries and reports for the board/department director and other staff.
NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.
JOB SPECIFICATIONS
Required Knowledge, Skills, and Abilities: Ability to solve problems of variety and complexity using originality and ingenuity. Ability to operate using appreciable latitude for independent judgment and action. Ability to work successfully in a team environment and form and maintain effective teams. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees.
Minimum Education/Training Requirements: Bachelor’s degree in business administration or related field, or equivalent knowledge.
Minimum Experience: Three years of related professional experience, one of which was in a supervisory capacity.
Preferred Experience: Four years of related professional experience, two of which were supervisory or managerial.
Physical Capabilities: Ability to work at a computer for extended periods of time.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to manager/director. Sets objectives with supervisor. Supervises staff.
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 $70,880 - $88,600. 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.
Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 40%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
The National Academies’ Statement on Diversity and Inclusion:
We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact.
We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world.
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 is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, 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