Senior program assistant job description

About the NAS:
The National Academy of Sciences (NAS) is a private, non-profit organization of leading scientific researchers. Established in 1863, scientists are elected to membership in the NAS for their outstanding contributions to research. The NAS is committed to furthering science in America, and its members are also active contributors to the international scientific community. The NAS - together with National Academy of Engineering and the National Academy of Medicine - provides independent, objective advice to the nation to solve complex problems and inform public policy decisions.

The Senior Program Assistant in our Irvine, CA office provides meetings and administrative support for the Academy's Kavli Frontiers of Science Program - a series of U.S. and international symposia that bring together outstanding young researchers to discuss exciting advances and opportunities in a broad range of fields.


Job Description:


Working with the program's Associate Program Officer, the Senior Program Assistant:

Conducts online research for prospective symposium participants and updates the symposium database to add early career award winners from foundations and recipients of grants for young scientists. Reviews database records regularly and updates the information as needed, and may update the program's web pages.
Assists with travel and lodging arrangements for meetings and symposia of up to 100 participants. Contacts travelers about hotel reservations and submits room lists to hotels.Works with travel agency regarding airline arrangements, communicates with participants about travel details, and follows up with participants as needed.
Prepares electronic agenda books. Assists with meeting arrangements including room set-ups, audio-visual requests, and catering. May provide administrative support for meetings on site.
Prepares invoices and participant travel expense reports for payment. Follows up with travelers regarding outstanding travel expense submissions.
Provides other administrative support including word processing, correspondence, and records maintenance.



JOB SPECIFICATIONS



Required Knowledge, Skills, and Abilities:
Proficiency in Microsoft Office Suite. Ability to plan and support extensive meeting activities. Ability to solve problems with supervisory consultation or by following procedures. 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. Good communication and interpersonal 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 experience.


Work Environment:
Hybrid Office/Telecommute environment, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations. In accordance with the National Academies' commitment to provide a safe and healthy workplace, all employees must be fully vaccinated against COVID-19, except as otherwise permitted under a reasonable accommodation for medical or religious reasons. Unless granted an accommodation, successful applicants will be required to confirm their vaccination status and proof of vaccination promptly upon beginning employment. Applicants needing accommodations should indicate this in their application; applicants will not be discriminated against in the hiring process on the basis of requesting an accommodation.


The National Academies' Statement on Diversity and Inclusion:


To promote diversity and inclusion in the sciences, engineering, and medicine, we are committed to increasing the diversity of the National Academies' staff, members, and volunteers to reflect the populations we serve. We pledge to cultivate an environment and culture that promotes inclusion and values respectful participation of all individuals who help advance the mission of the institution.


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:

PROG


Employee Type:

Employee


Scheduled Weekly Hours:

22.5


City/State:

Irvine, California

Special Education


Date Posted:

9/23/2022


Location:

Lisle, IL
(High-Needs School)
Under the supervision of the Special Education Teacher, the Senior Program Assistant (SPA) acts as a direct support for the classroom. The SPA provides comprehensive support to student with autism spectrum disorders and serves as a liaison between Program Assistants and the educational and therapeutic team members.


Duties and Responsibilities

Student Support
Under the Guidance of the Special Education Teacher, plan and lead no more than six non-instructional groups (e.g., life skills, generalizing skills introduced by LBS1/certified therapist, reinforcing activities, etc.) throughout the week Implement Teacher plans to facilitate individual sessions with students Encourage opportunities for independence and functional routines for students (i.e., bus, arrival/departure routines, lunch routines, etc.) Supervise students and provide assistance as needed with activities of daily living, including but not limited to toileting, feeding, dressing, etc. Supervise and engage with students during less structured times of the school day such as opening, lunch coverage, recess, and snack times Monitor student program books to ensure necessary materials are present, data is being consistently collected, and questions/concerns are brought to the attention of the Special Education Teacher Work with Special Education Teacher and Therapists to learn educational, therapeutic, and behavioral strategies in order to share that information with Program Assistants Complete professional documentation including daily communication logs to families, behavioral data collection, accident reports, physical intervention and seclusion forms, etc.

Staff Support
Attend and participate in building-wide meetings, program-specific meetings, department meetings, classroom meetings, and professional development opportunities Take minutes during classroom meetings and email minutes to all educational and therapeutic team members Ensure thorough communication with Program Assistants (e.g., share available job opportunities, upcoming events, and other important information from program-wide emails, make team meeting notes accessible, etc.) Direct or partner with Program Assistants to share concerns, suggestions, questions, and ideas with the appropriate team member(s) Assist Program Assistants in their assimilation to the classroom, providing guidance and support as necessary Collaborate with Special Education Teacher to create and maintain a positive classroom culture that encourages solution-oriented thinking, self-care, self-awareness, and a place to voice concerns appropriately


Duties and Responsibilities (continued)

Substitute Teacher
If a Special Education Teacher is absent for up to three consecutive days, the Senior Program Assistant is responsible for the following job duties:
Act as classroom supervisor in the Special Education Teacher's absence (e.g., making staffing decisions, taking the lead in crisis situations, seeking help as needed from appropriate people, etc.) Provide leadership during Community Based Instruction by monitoring student needs and staffing, professionally communicating with community members, ensuring that emergency contact information is accessible, confirming that necessary student supports and belongings are available, and adapting student plans within the community environment Communicate with parents as necessary regarding accidents, physical management, seclusion, or other concerns from the day during their work hours or relay communication to Program Administrators as necessary

The responsibilities listed above are representative and not all inclusive. Other duties may be assigned by supervisors.


Knowledge and Skills
Embody Giant Steps' values of excellence, accountability, integrity, collaboration, innovation and passion Proven history of utilizing supports and demonstrating critical thinking skills with a variety of needs Able to create systems and manage their time effectively Collaborate effectively with a multi-disciplinary team - listens to a variety of perspectives and ideas and incorporate them into practice Effective communication skills - clearly and concisely communicates with others Proven interpersonal skills - able to maintain rapport with staff members Solution-oriented and able to resolve interpersonal conflicts Able to help manage staff anxiety and maintain a positive school culture Highly organized and strong attention to detail Professional and mature - able to maintain confidential information and give constructive feedback to all staff with whom he/she interacts Positive, creative, and solution-oriented outlook, especially in challenging moments Able to multi-task and prioritize tasks Knowledge of relevant instructional strategies
Minimum Job Requirements
Bachelor's degree required, LBS1 or ability/interest in applying for emergency certification preferred A current, valid Illinois State Board of Education Substitute License or Teaching License on file with DuPage County Regional Office of Education required


Classification

The Senior Program Assistant is a non-exempt position under the Fair Labor Standards Act (FLSA).


Salary

Salary is commensurate with level of education and experience.


Calendar

The Senior Program Assistant follows the Day School Staff Calendar.


Conditions of Employment
Pre-employment physical, drug screening, and criminal background check Possesses appropriate professional credentials Passing PCM training is a requirement of this position. Participation in PCM training and adherence to the Professional Crisis Management Association's guidelines require at least average physical fitness. Any physical limitations or conditions that may impact one's ability to participate in PCM training or PCM must be made known to Giant Steps upon application, as performance of various physical tasks is a bona fide occupational requirement of this position.


Working Conditions and Physical Effort
Work is typically performed indoors within the school facility Moderate physical movement is required for the job Minimal exposure to physical risk is anticipated The noise level in this work environment varies from quiet to very loud. While performing the duties of this job, the employee is continually required to stand, walk, sit, run, squat, kneel, crawl, climb, balance, crouch, talk, hear, smell, and see. The employee must occasionally life and/or move up to 50+ pounds.


Annual Performance Review
An annual performance review will be conducted each spring by the Special Education Teacher. The Senior Program Assistant will complete a self-assessment of his/her performance and submit the self-assessment to the Special Education Teacher two weeks prior to his/her annual review each spring.


Compensation Package

Giant Steps Illinois, Inc. provides a competitive benefits package, including medical, dental, and vision coverage to all full time employees who work a minimum of 30 hours/week.


Affirmative Action Plan/Equal Employment Opportunity (AAP/EEO)

Giant Steps adheres to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action. We will not discriminate against employees or applicants for employment on any legally-recognized basis including: veteran status, disability, religion, race, color, national origin, age, gender, sexual orientation, gender identity or expression, pregnancy, childbirth or FMLA related medical condition, height, weight, familial status, marital status and genetic information.


Disclaimer

This disclaimer is to acknowledge that it is highly probable that as an employee of Giant Steps Illinois, Inc., you are at risk of personal injury. Injuries may include, but are not limited to hitting, biting, kicking, scratching, and having hair pulled. The extent of some injuries may result in a break in the skin. All injuries must be documented according to the policies and procedures outlined in the Employee Handbook. Often, individuals are placed in this setting as a result of physical aggression or acting out behaviors that may prohibit them from participating in other environments. Our setting allows for these atypical behaviors. All employees are required to show proof of a Hepatitis B vaccination upon hire.

*Giant Steps Illinois, Inc. has the ability to review and change the job description when necessary.

World Wildlife Fund (WWF), one of the world's leading conservation organizations, seeks a Senior Assistant, Earth for Life.
Major Function

The Program Associate, Earth for Life is part of a team that collaborates across WWF-US to catalyze "whole of house" efforts to maximize conservation and climate impact for nature and nature's benefits to people through protected and conserved areas. The team brings expertise in inclusive conservation, strategic planning, area-based conservation finance and blended finance (in coordination with the finance community of practice and interdepartmental efforts such as the Nature-based Solutions platform), structuring transactions, and closing PFPs in support of WWF US Goal Teams and their corresponding "bundles" with Area-Based Conservation programs: Wildlife, Oceans, Forests, Climate, and Freshwater and Food.

The major function of the Senior Assistant is to Provide overall administrative support to reinforce the smooth functioning of the Earth for Life (EFL) team including the coordinators of the Conservation Areas Initiative (CAI). They perform a variety of both standard and complex administrative duties and accounting tasks and provide support to special projects and general office needs using administrative skills, organizational skills, and detailed knowledge of the organization and its programs and policies.

+ Communication - Responds to and schedules meeting requests for supervisor(s) and staff with internal and external individuals. Answers and routes phone calls, greets visitors, and replies to complex inquiries requiring detailed knowledge of departmental procedures.

+ General office duties - Manages schedules and makes travel arrangements on behalf of supervisor(s) and team staff. Performs miscellaneous office tasks. May assign work and coordinate projects performed by part-time and temporary staff.

+ Grant and Contract Coordination - Oversees drafting of grant agreement and contracts with consultants and other country offices. Inputs information into the WWF agreement portal and collaborates with technical staff to ensure that necessary information is provided and agreements are progressing. Once agreements are signed, ensures that subgrants to country offices and others are completed in a timely fashion. Tracks incoming financial and technical reports and/or deliverables through the grant and contract cycle.

+ Financial support - Reviews and processes payments for credit cards transactions, out of pocket expenses, and invoices. Inputs proper coding into the financial system, prepares check and/or wire requests, manages re-classes and serves as the liaison with accounting to track payments. Compiles and reviews financial reports submitted by others. Assists supervisor with developing preliminary data and background information for the programmatic budget preparation process. Processes, organizes, and prepares expense reports for input into the financial systems, Workday and Smart Simple software. May monitor expense reports against budget, seeking explanations for significant variations.

+ Document review and preparation - Regularly composes correspondence and program materials including complex documents such as presentations using PowerPoint, ensuring accuracy of content. May help prepare proposals and contracts.

+ Recordkeeping - Collects programmatic information and maintains records in accordance with policies and procedures, using Microsoft Word, Excel, or specialized databases such as SharePoint and customer relationship management (CRM) software. Reviews, validates, and inputs data collected or provided by others.

+ Meetings/conferences/special events - Arranges meetings including attendee coordination, space and equipment rental, AV needs, catering, and material preparation. Registers supervisor(s) and staff for conferences, workshops, and events.

+ Report preparation - Prepares reports for internal staff, as well as members, donors, and government staff by creating tables and charts, calculating statistics, interpreting data, and assisting with drafting results summaries. May assist with compiling input for proposals and preparing for presentations.

+ Performs other duties as assigned.

+ A high school diploma or equivalent required. Five years of demonstrated and progressively responsible experience in an administrative assistant or secretarial position is preferred. A Bachelor's degree may be substituted for two years of experience.

+ Demonstrated ability to use Word, PowerPoint, Excel, and specialized databases to create documents, reports, and logs.

+ Good organizational and analytical skills needed to proof and edit documents.

+ Effective writing ability necessary to prepare correspondence and reports.

+ Interpersonal skills requiring courtesy, tact, and diplomacy necessary to effectively communicate with staff, and visitors.

+ Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.

+ Committed to building and strengthening a culture of inclusion within and across teams.

+ Identifies and aligns with WWF's core values: Courage, Integrity, Respect, and Collaboration:

+ Demonstrates courage by speaking up even when it is difficult, or unpopular.

+ Builds trust with colleagues by acting with integrity, owning mistakes, and holding oneself accountable.

+ Welcomes other points of view and ideas, recognizing and embracing different and contrary perspectives with kindness, curiosity, and encouragement.

+ Makes conscious efforts to promote cooperative practices, behaviors, and ways of working across many groups and individuals.

WWF is committed to maintaining a safe and healthy workplace and requires all US-based staff to be fully vaccinated for COVID-19. WWF will consider requests for accommodation from the vaccine requirement based on disability, medical contraindication, sincerely held religious belief, or any other category protected by federal, state, or local law.

To Apply:

+ Submit cover letter and resume through our Careers Page, Requisition #23006

+ Due to the high volume of applications we are not able to respond to inquiries via phone

As an EOE/AA employer, WWF will not discriminate in its employment practices due to an applicant's race, color, religion, sex, national origin, age, marital status, genetic information, sexual orientation, gender identity and expression, disability, or protected Veteran status. WWF values diversity and inclusion and welcomes diverse candidates to apply.

External Company URL: www.wwfus.org

Street: 1250 24th St. NW