As part of the National Academies of Sciences, Engineering, and Medicine, the Transportation Research Board (TRB) provides leadership in transportation improvements and innovation through trusted, timely, impartial, and evidence-based information exchange, research, and advice regarding all modes of transportation. For example, committees, researchers, and staff are currently focused on advancing resilient infrastructure, exploring transformational technology, and caring for the public’s health and safety. For more, please see the TRB 2020 Annual Report. TRB’s mission is divided into three primary roles, Research, Convene, and Advise.
Coordinates and executes logistical and administrative tasks of a Program Content Group team within the Technical Activities Division (TAD). Supports content planning and logistics for TRB’s 14,000-attendee Annual Meeting for approximately 80 committees and subcommittees, and where applicable, a portfolio of 5 to 10 smaller (100-500 attendees) conferences of national and international interest and committee meetings. Provided administrative and logistics support for all activities and meetings of the Marine Board. Conducts event content planning activities including the facilitation of reviews of papers and other submissions, vetting of and communication with invited speakers, monitoring event budgets, and performing quality assurance activities ensuring institutional policies and procedures are followed. Prepares materials for meetings, sponsors, and other progress reports. Handles meeting logistics, hotels, and travel for events in Academies facilities and preferred hotels. Compiles information for committees and staff. Handles inquiries from volunteers, sponsors, and others.
Incumbent coordinates and executes activities to successfully provide administrative support for assigned program content group(s). Proceeds on own initiative in compliance with policies, procedures, and practices, and receives guidance or expertise from supervisor when needed. Ensures the effective and efficient operation of support activities. May provides guidance and work direction to other coordinators or support staff.
Conducts procedural and administrative tasks for committee rotation in assigned area, including creating and downloading reports, performing initial analysis and adjustments in report, carrying out initial review of committee make-up and diversity, preparing recommendations for SPO, and monitoring approvals. Communicates with committee chairs on rotation procedures and membership balance and diversity. Processes interim additions and removals of members between formal rotation periods. Assists SPOs with committee chair appointment processes. Maintains subcommittee data.
Handles procedural and administrative tasks in support of event and content planning in assigned area for the TRB Annual Meeting. Events may include gatherings, poster and lectern sessions, workshops, and committee meetings. Submissions may include papers, abstracts, posters, and other materials. Sets up structures, forms, and basic information in software systems used for Annual Meeting and conference planning, handles calls for submissions, review of submissions, and communications with reviewers and submitters. Establishes new volunteer event coordinators, as needed. Monitors deadlines for volunteer submissions and issues reminders. Handles volunteer inquiries regarding events and use of software systems. Inputs data that volunteers are not able to input. Makes necessary changes to events after volunteers no longer have access to the system. Inputs data on behalf of SPOs. Perform quality checks on data and make necessary corrections to ensure completeness, accuracy, and consistency of data and adherence to formats and policies established by TAD. Runs conflict reports. Conducts event slotting. Assists with paper review assignments under the direction of the SPO responsible for the modal or disciplinary area. Provides on-site support for the Annual Meeting as assigned by the Director, Meetings. Participates in Annual Meeting debrief meetings to continually improve the quality and operations of the Annual Meeting.
Handles procedural and administrative tasks associated with planning for specialty conferences. Provides instruction and assistance to volunteers. Ensures that conference sponsorship and co-sponsorship requests are made on schedule and that complete and accurate information is included in the request forms. For GBEC-approved events, prepares materials for GBEC approval, planning committee appointment, and review of event proceedings. Works with Meetings Department on information needed for logistics, registration, patrons and exhibitors, and any special events or considerations for conference. Monitors volunteer planning of conference content to ensure that deadlines are met, conducting planning and coordination conference call as needed. Performs quality checks on data and make necessary corrections to ensure completeness, accuracy, and consistency of conference program details. Provides final conference program details to the TAD Publishing Group for production of the final printed conference program. Handles logistics, hotel, and travel for conferences held in National Academies facilities with Academies preferred hotels. Provides on-site support for specialty conferences. Prepares, conducts, and reports on conference evaluation surveys. Participates in conference debrief meetings to continually improve the quality and operations of specialty conferences.
Prepares materials for committee and Marine Board meetings and other events. Assembles agendas and background information. Arranges conference calls and web meetings. Handle logistics for committee meetings and other events held in National Academies facilities. Works with Meetings Department, as needed, on committee meetings held outside of National Academies’ facilities. Prepares certificates, brochures, and other documents. Packages and ships materials to venue. Corresponds with volunteers regarding travel, hotel, and other logistics.
Handles travel-related tasks for chairs and staff. Sets up travel codes, arranges hotel and travel for staff, books hotel block in preferred hotels for events held in National Academies facilities and monitors attrition deadlines to avoid attrition fees, orders food and beverage if not handled by the Meetings Department, and processes travel expense reports for volunteers, awardees, and staff.
Coordinates procedural and logistical activities for committees outside of Annual Meeting and conferences. Supports committee Triennial Strategic Plans: establishes schedule, provides format to volunteers with initial data included, and provides instructions and deadlines. Handles committee award nominations. Processes requested modifications to committee titles and scopes.
Conducts initial vetting of committee materials submitted for Practical pipeline and returns non-conforming materials to committee with instructions on how to correct the material. Monitors Research Needs Statements database and communicates with committees about whether Research Needs Statements should be updated or removed. Uploads new Research Needs Statements.
Participates in event budget planning activities. Monitors spending as event planning progresses and decisions and commitments are made. Looks for opportunities for cost efficiencies. Reconciles credit card monthly.
Prepares meeting minutes and notes. Compiles and edits materials resulting from conferences and workshops. Coordinates with TRB Report Review Officer on review of materials.
Compiles information for state visits, sponsor visits, website and other communications efforts, progress reports for sponsors, committees, the TRB Annual Report, and TR News articles. Monitors committee websites and email communications for appropriate use. Work with TAD outreach staff to keep committee web sites up to date.
May assess paper reviews to ensure that acceptance decisions are consistent with reviews and to identify contradictory reviews and bring to the attention of the SPO and the TAD Publishing Group. May assist the TAD Publishing Group with other paper review tasks during peak paper review periods.
Supports the staff director of the Marine Board by providing administrative and logistical support for Marine Board meetings and other activities. Carries out regular communications with Marine Board as directed by the staff director and answers inquiries from Marine Board members. Coordinates schedules for Marine Board virtual team meetings, availability for sponsor meetings, and other group schedule management using software survey tools. Coordinates with agency administrative staff when engaging with agency leadership.
Conducts procedural and administrative tasks in support of the Marine Board’s yearly call for nominations and membership appointment process, including compiling all required memos and data in accordance with National Research Council (NRC) standards.
Handles procedural and administrative tasks associated with the planning and execution of Marine Board meetings typically held in November and May. One of these meetings is typically held in a field location in proximity to marine transportation infrastructure and includes the planning of technical tours. If the meeting includes a convening event element that is subject to GBEC-approval, incumbent prepares materials for GBEC approval, planning committee appointment, and review of event proceedings when applicable. Handles speaker invitations and follow-up coordination. Works with Meetings Department on information needed for logistics, registration, and any special events or considerations associated with a convening event. Performs quality checks on data and makes necessary corrections to ensure completeness, accuracy, and consistency of all documents including public and board-only agendas, read ahead materials, and printed materials for use on-site. Handles logistics, hotel, and travel procedures for board members, staff and funded invited experts. Provides and coordinates on-site support for Marine Board meetings. Prepares meeting minutes and notes. Compiles and edits materials resulting from Marine Board meetings.
Maintains and updates the content of the Marine Board’s website.
Related duties and special projects as assigned.
Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office Suite. Ability to plan and support extensive meeting activities. Ability to solve intellectual problems using some latitude for independent judgment and discretion and the initiative to ensure administrative tasks are accomplished. 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. Excellent 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: Six years of related experience, one of which was in a supervisory or working lead capacity.
Physical Capabilities: Ability to work at a computer for extended periods of time. Ability to travel.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to Manager, Program Operations. Sets objectives with supervisor. Supervisor is available when needed to assist in problem resolution.
Work Environment: Office environment, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
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.
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.
Internal Number: R0001068
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