Program Administrative Assistant

IMPORTANT:  This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders.  Other applicants need not apply.

 

Program Administrative Assistant
Climate & Energy Program
Washington, DC Office

The Position
Under direction of the Program Coordinator, provide a broad range of administrative and logistical support for the Climate & Energy Program (C&E).  The Program Administrative Assistant will provide scheduling, travel, interoffice communication, and general support for the C&E Program Director, in addition to other program staff as necessary.

Responsibilities
Provide administrative support to C&E Program Director and other program leadership.  Monitor the Program Director’s inbox and outbox as needed. Arrange travel schedule and logistics, and track travel expenses and reimbursements, for the Program Director and for other staff as needed.  Act as interface with UCS staff for Program Director and respond to requests for information.  Support development of PowerPoint presentations. Schedule and administer Program Director’s internal and external meetings and some external events with coalition partners, Congressional staff, or members of the funder community.

Under the direction of the Program Coordinator, provide program-wide administrative assistance. Key responsibilities include maintenance and organization of departmental spreadsheets, subscriptions, staff calendar, and time tracking reports, in additional to dissemination of reports to targeted recipients, report reprints, and preparation of materials.  In coordination with finance staff, ensure timely payment of consultants and contract set up and management.  Provide new staff with orientation to administrative procedures. Coordinate with other Program Assistants as needed. Maintain sensitive and confidential information with discretion.

As determined by the C&E Program Coordinator, provide various types of support to the C&E Program  which could include: production assistance for reports and other materials; gathering and compiling data;  tracking, searching, organizing, fact-checking and summarizing material such as data, photos, and graphics; coordinating logistical support for internal and public facing activities, which could include coordinating travel arrangements, organizing mailings and invitations, and developing itineraries.

Maintain inventory of C&E publications in DC office.  Collaborate with other DC office staff around meeting room scheduling and coordination. Greet visitors; provide meetings support including ordering and setup of catering and refreshments. Perform other duties as required.

Qualifications and experience
Bachelor’s degree or equivalent is required. Position requires considerable self-motivation, attention to detail, familiarity with office and administrative support procedures, competence in word processing and spreadsheet software including Microsoft Word and Excel, and excellent Microsoft Outlook email and scheduling software and web research skills.  Experience in Concur travel and reimbursement service is preferred. Strong organizational abilities and good written and oral communication skills are needed.  Excellent personal relation skills are essential.  Position must be able to work both independently and in teams, and to interact professionally with senior scientists, U.S. and international policymakers and UCS colleagues in sensitive matters.

Position requires at least two years of relevant experience as an administrative, executive or research assistant, preferably in a non-profit environment.  Experience with conducting web research, maintaining databases, and event planning is preferred.  On-the-job training of six months is needed to become familiar with UCS personnel, programs, and procedures.

At UCS, comparable training and/or experience can be substituted for degrees when appropriate.

Compensation, Hours and Location: This is a full-time position based in UCS’s Washington, DC office. For candidates who meet all position requirements, the salary is in the low to mid $30s. UCS offers excellent benefits and a rewarding work environment, and is an equal opportunity employer continually seeking to diversify its staff and to broaden opportunities for individuals from demographic groups that are historically underrepresented in the sciences and in environmental advocacy.

To Apply: Please submit a cover letter, salary requirements, how you learned about the position and resume via email to jobs@ucsusa.org and include “Program Admin” in the subject line. Email materials in Word or PDF format only. No phone calls please. Deadline: July 8, 2013 or until filled.