Senior Program Assistant

The Center for Advancing Science and Technology (CAST) fuels innovation across physical sciences, engineering, education, and policy to advance the nation's future prosperity and resilience. Our work prepares and supports the U.S. workforce to strengthen American competitiveness and security.

The Science Education and Engineering Workforce (SEEW) program area advances evidence-based approaches to education, workforce development, and public engagement for people of all ages across all STEM-related fields. Our work leverages research and best practice related to teaching, learning, mentoring, communication, and institutional and systemic change.

The Senior Program Assistant performs complex clerical and administrative duties for assigned program(s) or project(s) under minimal supervision. Coordinates logistical and administrative aspects of meetings. Writes, edits, and formats routine correspondence. Interfaces with committee members and performs duties involving committee activities. Plans administrative aspects of unit and committee, forum, and other types of meeting. May participate in research efforts including collection, assembly, and tabulation of data, as well as researching and summarizing literature.

May guide work of program assistants and temporary staff.

Under minimal supervision, primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables to determine proper course of action. Secondary function may involve basic research activities. Uses pre-determined guidelines to assist in decision-making. Incumbent may lead and provide functional guidance to lower level support employees.

1. Administrative: Performs routine and complex clerical and administrative tasks including but not limited to detailed scheduling activities, writing and editing correspondence, compiling and coordinating mailings, taking meeting notes, and facilitating follow-up actions. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.

2. Event Planning and Management: Coordinates and executes logistical arrangements for internal and external meetings and workshops in both virtual and in-person settings. For in-person meetings, coordinates travel and lodging arrangements, selects menus and arranges catering, arranges for support services (e.g. AV), and registers attendees. For virtual meetings, organizes and sets up virtual meeting platform (e.g. Zoom) according to the needs of the meeting, and coordinates with participants.

Whether virtual or in-person, assists at meetings and resolves issues. Assembles meeting materials and briefing books and distributes to meeting participants in advance of meeting. Coordinates and executes post‑meeting tasks, such as preparing vouchers and reviewing and processing travel expense reports in compliance with applicable policies and procedures.

3. Communication, Dissemination, and Information Management: Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists, and coordinates website updates. Responds to inquiries and follows up on communications. Communicates with members, sponsors, or other external customers, answering questions and providing information.

4. Publications: May assist with formatting, editing, and proofreading publications, as well as coordinating with printers/publishers to have materials printed.

5. Research Support: May perform basic research activities, including gathering citations and performing literature searches for staff and committee members. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.

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 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…