Program Assistant - Washington, United States - US Woodrow Wilson International Center for Scholars

Description

Duties:

The incumbent serves as a clerical and administrative assistant for the History and Public Policy Program (HAPP) and the Kissinger Institute on China and the United States (KICUS), reporting jointly to the respective Program Directors (or Deputy Directors where applicable), and is responsible for planning, executing and closing out the Program's projects, events, workshops, conferences, seminars, and meetings


As such, the incumbent:

• Provides financial management, administrative, and logístical support for all Program activities and events.
• Maintains the short and longterm Program timeline for grantbased deliverables and obligations.
• Arranges and executes travel and accommodations for the Program staff as well as the Program's invitational travelers and scholars. Arranges and executes travel authorizations and vouchers to reimburse speakers and staff members for travel expenses.
• Provides support for all aspects of the programs, including planning and executing associated events, virtual and telephonic meetings, handling all the prearrival preparations including travel logistics, liaising with communications staff on prearrival promotion and editing written materials, and supporting the administrative needs of visiting scholars.
• Take lead in providing logístical support on the day of all inperson public as well as private events.
• Attend all internal online meetings fully by having camera on.
• Assists the Program Associates, Deputy Directors, and Directors with tracking expenditures for Program accounts and reconciling those accounts with reports provided by the Wilson Center's Financial Management Office.
• Monitors and tracks the financial management related to grants and submitting grantrelated expenses to the shared tracking system in coordination with the Program Associates and Directors.
• Routinely drafts correspondence for Directors' signature.
• Drafts and sends invitations for meetings and events for dissemination, books rooms and prepares all materials for meetings and events, including programs, signs, tentcards, and any other necessary arrangements to ensure overall success of meetings.
• Coordinates with Wilson Center Audio Visual and External Relations to communicate special requirements for meetings, and ensures inclusion of meetings on the Wilson Center's strategic planning calendar.
• Drafts and prepares a variety of correspondence, financial reports, forms, and other materials related to Project activities and commitments to funders.
• Organizes, maintains and regularly updates all files on all events, meetings, contacts, ongoing projects, and funding sources.
• Maintains and updates the Program's contact and granttracking databases.
• Assists with the recruitment, orientation, supervision, and outprocessing of interns.
• Assists with the maintenance and updating of the Programs' webpage, especially as it pertains to events.
• Helps with the organization and maintenance of Program archives. Gathers narrative and statistical data to prepare various reports to funders.
• Performs basic research related to program activities and event topics.
• Works in office as determined by the History and Public Policy Program and the Kissinger Institute on China and the United States' telecommuting agreement and is onsite to assist at events as required.

Requirements:


Conditions of Employment:

• May be required to serve a oneyear probationary period
• Pre

- appointment background investigation

• Must participate in Direct Deposit/Electronic Funds for salary payment
• Must meet Selective Service Registration Act requirement for males.

Qualifications:


MINIMUM QUALIFICATIONS:
To be considered mínimally qualified for this position, you must demonstrate that you meet the required specialized experience, or education as described, for the respective grade level in which you are applying:


IS-7:

To qualify you must have at least one (1) year of specialized work experience equivalent to the IS-6 grade level in the Federal service (obtained either in the private or public sectors) performing most of the following types of duties:

• Planning, implementing and closing-out organization sponsored events;
• Using a variety of software packages, especially Microsoft Word, Outlook, Excel, and PowerPoint, and financial tracking software to perform/automate office work;
• Demonstrating proficiency in grammar, punctuation, and spelling, including the ability to proofread in order to draft a variety of documents, reports, and summaries for a general audience;
• Verbally communicating in crosscultural professional environments;
• Understanding of basic accounting, grant management, and budgetary processes;
• Cultivating partnerships with internal and external partners.

Ability to read and write in Mandarin Chinese is helpful, but not required.

**IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YO