- Plans and schedules workflow for each assigned activity.
- Adapts project management plan (PMP) template for activities establishing sequence and lead time for tasks.
- Assigns tasks to team members where appropriate, coordinates and monitors team assignments and activities, and ensures that deadlines and project milestones are met.
- Monitors project costs and expenditures and assists with resolving administrative issues.
- Communicates activity status and needs for support to management.
- Establishes meeting requirements and other meeting arrangements to ensure completeness and appropriateness.
- Consults with technology team, event planners, and research services, where necessary.
- Works collaboratively with ORAU support organizations on purchasing and processing travel and honoraria payments.
- Ensures hotel meeting and equipment arrangements are within contract specifications when onsite.
- Provides on-site/hybrid/virtual administrative and/or task lead assistance for reviews, workshops, and other scientific meetings. Requiring familiarity with virtual tools (Zoom, Cvent, Novi, etc.).
- Ensures information entered into PeerNet or other web-based review system is accurate and complete.
- Maintains knowledge and experience with virtual/hybrid technologies and tools to include facilitation support as needed.
- Prepares and reviews correspondence, to include travel letters and letters for manager's signature, to reviewers, sponsors, and others required by the peer and merit review process as directed by project and group managers.
- Communicates information, expectations, and schedules for virtual/hybrid/in-person events to customers and attendees.
- Co-hosts and, at times for smaller events, hosts virtual events to include breakouts, managing timers, the use of virtual backgrounds, sharing screen, muting/unmuting attendees, sharing video, and use of waiting room.
- Prepares project status reports for the project manager, sponsor, and others.
- Reviews expense reports (ERs) for accuracy and completeness prior to submission to Project Manager for approval.
- Provides input into performance evaluations for team member as requested.
- Recommends and implements changes in administrative processes and procedures.
- Knowledgeable of business/processes and comfortable engaging and providing direct customer support.
- Contributes to building relationships with customers.
- Engages with reviewers on a regular basis.
- Provides proactive customer service and consultation.
- Assists with resolving issues as needed.
- Knowledge of state, Department of Energy (DOE), and federal research communities is necessary to communicate with world class researchers about reviews on complex, technical proposals.
- Must understand and be able to administer intraweb systems that will be used as part of the review process.
- Some knowledge about government contracting and procurement regulations is required.
- Knowledge of ORAU and ORISE administrative procedures including travel and financial accounting is preferred.
- Must be able to arrange and coordinate travel logistics and payment of honoraria.
- Must have virtual conferencing tool experience to include facilitation and support of large virtual events.
- Experience in meeting deadlines, both long-term and (more frequently) short-term.
- Must be able to speak and write in a clear, concise fashion and translate procedural and administrative documents into day-to-day operations.
- Must be able to work with world class research reviewers in a courteous and informative manner.
- Strong virtual event tool skills are preferred. Must have general familiarity with Zoom, Cvent, Novi, and PeerNet tools.
- Must have strong time management skills.
- Must be proficient with using evolving Microsoft Office and program-specific technology tools to perform current and emerging work processes.
- Must have strong proofing skills and have light editing skills.
- Legally required benefits
- Group Health insurance including: Medical, Prescription, Dental, and Vision
- Retirement plan contribution matching
- Disability insurance
- Group life insurance
- Travel Accident Insurance
- Section 125 reimbursement accounts
- Other voluntary employee paid benefit and insurance offerings
- Telework
- Paid Time Off (PTO)
- Paid Holidays
- Flexible work schedules or compressed work weeks
- Occupational Health and Wellness Programs
- Employee Assistance Program
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Program Specialist Senior - Oak Ridge, United States - ORAU
Description
Overview:
Appointment Type: Full-Time Regular (FTR)
Location: Oak Ridge, TN or Hybrid
*Salary Range: $ $31.12 per hour
PURPOSE: The Program Specialist Senior monitors and supports peer review and other scientific meeting activities to ensure project tasks are completed on time and within budget parameters and meets quality expectations and requirements.
Responsibilities:High school diploma and 4-6 years of job related experience. An equivalent combination of education and experience requiring similar knowledge, skills, abilities, and performing duties as described may be substituted for the minimum requirements.
*The candidates starting salary will be determined upon hire and ORAU will use salary survey data, internal comparators, and the candidates qualifications to determine salary.
TOTAL REWARDS
ORAU has a strategic approach to providing total rewards to employees through a fair, equitable, and competitive total compensation package. The goal of our total rewards system is to integrate compensation, benefits, work-life balance, performance, recognition, development, and career opportunities to attract, engage, and retain the talent required to achieve ORAUs business objectives. The benefit component of our total rewards program supports business goals by offering the following benefits based on employee eligibility:
The ORAU total reward package also promotes work-life balance. Mindful of the need for employees to care for themselves and their families, ORAU offers the following additional work-life benefits based on employee eligibility:
