Clarification from the agency

Open to all qualified candidates eligible to work in the United States.

The Program Assistant serves as the principal clerical and administrative assistant for the Science and Technology Innovation Program and is responsible for planning, executing and closing out the Program’s events, workshops, conferences, seminars, and meetings.

Duties may include but are not limited to:

• Organizes, maintains and regularly updates electronic files on events, meetings, contacts, and ongoing projects.
• Prepares a variety of financial forms, correspondence, and reports via the Wilson Center’s Priority system, and coordinates across staff and the Financial Management department to ensure necessary financial documentation is processed effectively.
• Assists the Program Director in overseeing the program’s financial management processes and preparation of budget projections.
• Gathers narrative and statistical data to prepare financial reports to funding organizations.
• Assists the Program Director in preparing purchase orders and contracts.
• Arranges travel and accommodations for staff members and visitors.
• Conducts outreach to contacts in science and technology policy, and maintains database records of program contacts and subscribers.
• Contributes to the planning and execution of public and private events, including identifying and contacting appropriate speakers.
• Drafts, sends, and tracks invitations for meetings and events via email, books rooms and prepares all materials for meetings and events.
• Coordinates the audio visual requirements and other logistics with the Wilson Center External Relations department.
• Assists with the recruitment, orientation, supervision, and out-processing of interns.
• Supports research related to program activities and event topics related to science, technology, and public policy.
• Assists with the production and review of publications, grant applications, concept notes, and other communications.
• Performs other duties as assigned.

Conditions of employment

• May be required to serve a one-year probationary period
• Pre- appointment background investigation
• Must participate in Direct Deposit/Electronic Funds for salary payment
• Must meet Selective Service Registration Act requirement for males.

Qualifications

MINIMUM QUALIFICATIONS: Applicant must have at least 12 months of specialized experience, equivalent to at least the IS-06 level, or equivalent pay band in other pay systems in the Federal government. This experience may also have been obtained in the private sector, but must demonstrate that it is comparable to the IS grade indicated. This experience must include activities such as:

- Providing event planning, logistical, and administrative support functions; 

- Using a variety of software packages such as Microsoft products, Asana, Basecamp, Airtable, Google Docs and database software to perform office and communications activities;

and

- Possessing a basic understanding of accounting, grant management, and budgetary skills.

In addition to the minimum qualifications, the ideal candidate will also possess the following attributes:

- Possess a 4 year degree in relation to policy, science, or technology.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. If your resume does not support your questionnaire answers, we will not allow credit for your response(s).

For more information on the qualifications for this position, link to OPM Qualification Standards

Volunteer Experience: Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

You must include months, years and hours per week worked to receive credit for your work and/or volunteer experience. One year of specialized experience is equivalent to 12 months at 40 hours per week. Part-time hours are prorated. You will not receive any credit for experience that does not indicate exact hours per week or is listed as "varies".

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Applications are evaluated and rated under Category Rating and Selection procedures. Category rating combines the applicant's total experience and/or education/training into a single category. Your application will be rated based on the following competencies:

• Event planning and logistics
• Oral communication
• Written communication
• Travel coordination and logistics 
• Using office automation software

Qualifying applications will be placed into one of the following categories:

1. Gold (Best Qualified)
2. Silver
3. Bronze

Applications in the Best Qualified category will be evaluated to ensure that the Specialized Experience and other eligibility requirements are met and supported/verified by the résumé and supplemental documents submitted.

Note: Additional assessment/s may be included as part of the application, which may include, but not limited to, providing a writing sample, a timed writing assessment and/or an interview.