Job Overview

Summary

Are you looking for a job where you can make a difference? Interested in working in a dynamic, small-agency environment? At NSF, every member of the team contributes to success! That's just one of the reasons why NSF, conveniently located in the heart of Ballston, is one of the best places to work in the federal government. Due to its relatively small number of employees, NSF has a unique feeling of collegiality. It is not uncommon to hear colleagues discuss a wide variety of subjects from our newest work-life initiatives to the latest scientific, engineering, and education developments.

At NSF, you will use your administrative support expertise in an exciting, challenging, and team-oriented environment. You will have the opportunity to use your current skills to help make NSF's vision of the future become reality. NSF also offers a variety of formal and informal learning and development opportunities that you can use to build new skills and advance your career. If you're seeking variety and challenge in a collegial atmosphere, look no further than NSF! More about NSF.
The Office of International and Integrative Activities (IIA) works across disciplinary and geographic boundaries to lead and coordinate strategic programs and opportunities that: advance research excellence and innovation; develop human and infrastructure capacity critical to the U.S. science and engineering enterprise; and promote global engagement of scientists and engineers at all career stages.
 

Duties

The incumbent serves as a principal member of IIA’s administrative team, serves as the Office Head’s assistant, and serves as the IIA administrative focal point for external organizations. As the secretary, the incumbent provides a variety of administrative, management, facilitative and advisory services in the furtherance of the Office’s cross-Foundation activities. Specifically, you will:
•Serve as Liaison to the Office of the NSF Director in arranging frequent meetings for the IIA Head, NSF Director, and Deputy Director with high level visitors.
•Prepare briefing materials for meetings.
•Coordinate communications and outreach activities on behalf of the Office Head.
•Establish and maintain effective working relationships to exchange information and coordinate activities with all levels of management and staff within the Foundation, within the scientific community, and with other government agencies.
•Maintain contact with other NSF offices and directorates, other Federal agencies, and scientific and academic institutions.
•Coordinate joint activities and secure information and materials relevant to or of interest to IIA.
•Convey instructions or views of the Office Head as instructed.
•Function as personal liaison for the Office Head with peers and higher level staff in the offices of the IIA Director, NSF Director, the NSB, the Assistant Directors, the General Counsel, and other offices.
•Directly support the Office Head and senior staff on office administrative, logistical, and management issues; serves as a member of the IIA Office Management Team.
•Coordinate and provide support activities for the Office and advises senior personnel on Office, directorate and agency level requirements. Ensures that the practices and procedures used are consistent with those established by the Office Head.
•Exercise exclusive control over the Office Head’s appointments, with complete authority for commitments of time, negotiating times with other staffs.
•Screen all calls and visitors, answering most questions and completing most business involving established policy or routing matters without referring people to the Office Head.
•Establish and install office procedures and practices and recommends changes to procedures impacting relationships internal and external to the Foundation.
•Train support personnel in administrative support processes including telephone etiquette, correspondence procedures, and travel and training processing.
•Ensure that files and other official records are properly maintained.
•Arrange official travel for the IIA Office Head and other office personnel, and completes expense reports and other documentation required before and after the trip.
•Provide administrative and logistical support for IIA's external committees, such as the Committee of Visitors (COV).
•Receive and read all incoming correspondence directed to the Office Head, and initiate actions necessary for proper disposition.
•Maintain controls on incoming correspondence and action documents, and track deadlines; maintain a log of pending items, notifies staff of deadlines.
•Perform other duties assigned by the Office Head such as time keeping, maintaining custody of programmatic material, assisting other office personnel during the absence of clerical staff, and performing some of the duties of the Administrative Manager during vacations or other absences.