The Transportation Research Board (TRB) is one of six major divisions of the National Research Council—a private, nonprofit institution that is the principal operating agency of the National Academies in providing services to the government, the public, and the scientific and engineering communities. The Board’s mission is to provide leadership in transportation innovation and progress through research and information exchange, conducted within a setting that is objective, interdisciplinary, and multimodal.

JOB SUMMARY:

Coordinates and oversees the work of support staff handling clerical, administrative, and logistical aspects of meetings. Compiles and summarizes information for the development/revision of a variety of documents. Participates in research efforts. Serves as liaison between program or board and related external customers, members, sponsors, and organizations on clerical and administrative matters.

Proceeds on own initiative in compliance with policies, procedures, and practices, but receives guidance or expertise from supervisor or higher-level staff when needed. Incumbent may establish processes/procedures to ensure the effective and efficient operation of routine clerical and administrative functions.

ESSENTIAL JOB DUTIES:

1. Organizes and coordinates overall administrative facets of programs/projects, including identifying workflow needs, developing procedures and recordkeeping systems, and ensuring administrative aspects of programs/projects are successfully executed.

2. Oversees logistical arrangements for meetings, including compilation and production of agenda books and briefing materials, coordination of travel and lodging arrangements, and selection of venue, menu, and support services. Invites presenters and participants. Oversees support and administrative activities during meetings, including providing assistance and resolving issues. Prepares written summaries.

3. Communicates with committee, forum, and workshop members and other external program or project contacts. Facilitates the flow of information among members, consultants, program or project sponsors, and staff. Researches and responds to inquiries from staff, members, sponsors, etc.

4. Performs literature searches. Gathers references. Participates in research efforts including collection, assembly, and tabulation of data and summarizing literature.

5. Compiles and summarizes information for the development/revision of a variety of documents. Performs administrative tasks including writing and editing correspondence, coordinating mailings, and creating and maintaining records and databases. May serve as Timesheet Coordinator.

6. Provides assistance to senior staff in the response to review and participates in dissemination activities.

7. Formats text and publications and enters revisions into text. Collaborates with printers/publishers on the publication and distribution of materials.

8. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks and ensures administrative activities are in compliance.

9. Performs financial tasks related to assigned programs/projects. Prepares vouchers and reviews and approves travel expense reports. Tracks and monitors spending.

10. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.

11. Updates and maintains web pages and prepares newsletters and other promotional materials.

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Job Req #: 140113-6

Basic Requirements:

Bachelor’s degree in a related field or equivalent knowledge with 3 years of related professional experience. Proficiency in computer applications, especially Microsoft Word, Outlook, Powerpoint, Excel, and Access. Ability to solve varied and complex problems using originality and ingenuity. Ability to operate using appreciable latitude for independent judgment and action. Ability to work successfully in a team environment. 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 written, oral, and interpersonal skills with a proven ability to effectively interact with all levels of employees.

Description

The mission of the Transportation Research Board (TRB) is to promote innovation and progress in transportation through research. In an objective and interdisciplinary setting, TRB facilitates the sharing of information on transportation practice and policy by researchers and practitioners; stimulates research and offers research management services that promote technical excellence; provides expert advice on transportation policy and programs; and disseminates research results broadly and encouraged their implementation.

TRB is one of six major divisions of the National Research Council— a private, nonprofit institution that is the principal operating agency of the National Academies in providing services to the government, the public, and the scientific and engineering communities. The National Research Council is jointly administered by the National Academy of Sciences, the National Academy of Engineering, and the Institute of Medicine. TRB’s varied activities—described below—annually engage more than 7,000 engineers, scientists, and other transportation researchers and practitioners from the public and private sectors and academia, all of whom contribute their expertise in the public interest by participating on TRB committees, panels, and task forces. The program is supported by state transportation departments, federal agencies including the component administrations of the U.S. Department of Transportation, and other organizations and individuals interested in the development of transportation.

The Associate Program Officer manages programs/projects for multiple TRB Groups and Sections consisting of 35 to 60 standing committees Provides support in ensuring programs/projects meet their stated objectives. Serves as liaison between TRB and related external customers and organizations, including committee members, TRB sponsors and affiliates. Assists with the daily supervision of support staff. Assists three Senior Program Officers in the development of programs/projects. Coordinates program/project activities, handling inquiries, organizing sessions and meetings, and developing materials. Tracks relevant issues and compiles reports. Manages NRC and FACA required processes.

ESSENTIAL JOB DUTIES:

• Administers and manages program/project activities. Communicates with chairs of Groups, Sections, standing committees; other committee members and external program/project contacts. Facilitates the flow of information among committee members, consultants, TRB sponsors and affiliates, and staff. Prepares reports on activities. Represents the program/project areas within and outside of TRB.
• Identifies and gathers materials in support of programs/projects sponsored by Groups/Sections/committees. Synthesizes and edits findings and data. Prepares background papers and summaries of program/project activities.
• Organizes conferences, sessions, and meetings. Creates agendas, invites presenters and participants, oversees meeting logistics, and prepares written summaries. Manages the development and delivery of over 100 sessions for the TRB Annual Meeting, one to two meetings per year for each of the Groups/Sections/committees, and several conferences per year (100 to 600 attendees each). Accomplishes sophisticated and customized computer sorts, selections, formatting, report generation and other tasks in support of sessions, meetings, conferences, and other projects.
• Coordinates publication of materials, including peer reviewed papers, proceedings of conferences, and circulars. Manages the peer review of approximately 500 papers each year, leading to publication of approximately 150 papers annually.
• Performs financial and administrative tasks related to programs/projects of the assigned Groups/Sections/committees. Creates, maintains, and updates records, databases, and files. Oversees the rotation of member appointments for 15-20 committees per year. Authorizes expenditures, tracks spending, monitors budget, and projects future spending plans. Reviews contractual obligations and ensures that obligations are met. Serves as travel coordinator.
• Ensures consistent application of organizational policies and procedures. Manages compliance with National Academies’ procedures, format, and processes, including NRC and FACA, as they relate to assigned activities.
• May update and maintain web pages and prepare newsletters and other promotional materials.
• Assists with supervising staff. Assigns tasks and provides guidance and feedback to staff. Ensures required training is accomplished and participates in performance reviews. Serves as a mentor and resource to support staff.

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TRB’s second Strategic Highway Research Program (SHRP 2) has an opening for a Senior Program Officer with knowledge in highway operations and/or traffic management and experience related to the implementation of innovative technologies or practices within transportation-related agencies or enterprises. Experience in research management is also desired. SHRP 2 is a congressionally authorized research program that addresses critically needed research in highway transportation including highway safety, infrastructure renewal, and congestion relief. This Senior Program Officer will be responsible for managing multiple and/or highly complex research and innovation programs and projects. They will develop program and project strategies, budgets, and resource requirements; and ensure that programs and projects meet their stated objectives. They will also act as a liaison between and coordinate with internal and external groups, organizations, and agencies. A listing of minimum requirements, full job duties, and application information for the opening is available on the National Academies’ Office of Human Resources Web page.

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