Manages the ED’s calendar, daily agenda, appointments, and travel logistics. Schedules meetings, coordinates availability, prepares or assembles meeting materials as needed, and follows up on administrative details. Provides administrative support to the ED and other GRPEO staff. Handles sensitive and confidential information with discretion and exercises judgment in responding to requests and resolving routine administrative issues.
MEETING AND COMMITTEE SUPPORT
Schedules and staffs Executive Office-led meetings, including Program Unit Lead meetings, all-staff meetings, and other meetings as assigned. Coordinates meeting logistics, including scheduling, room or virtual meeting arrangements, invitations, summary meeting notes, materials, and related communications. Manages logistics for Division Committee meetings; serves as the primary administrative point of contact for committee members; coordinates meeting dates and arrangements; handles the preparation, distribution, and retention of meeting notes, and maintains the committee roster and related records.
NOMINATIONS AND INSTITUTIONAL REVIEW
Oversees the administrative review and quality control of Division Committee nomination packages, Governing Board project materials, and other submissions prepared by program units before they are provided to the Executive Director and advanced for institutional review. Reviews materials for administrative completeness, required documentation, proper format, accuracy of administrative information, and adherence to NASEM policies and procedures. Identifies issues and follows up with program staff to obtain missing information or request corrections and revisions as needed. For submissions originating from the Executive Office, directly coordinates preparation, completion, and submission of the required materials and tracks items through the review process.
FINANCIAL AND TRAVEL ADMINISTRATION
Prepares and processes travel expense reports, credit card reconciliations, invoice vouchers, and related financial paperwork. Reviews documentation for completeness and compliance with applicable policies and procedures and ensures expenses are within established budget parameters. Coordinates travel arrangements for the ED and other Executive Office-related travel as assigned.
OFFICE, TECHNOLOGY, AND INFORMATION MANAGEMENT
Supports efficient office operations by maintaining office supplies and coordinating equipment needs. Serves as the GRP liaison to NASEM-wide IT user groups and as a primary administrative liaison with IT for staff technology needs, including computer and phone setup, troubleshooting coordination, and related requests. Coordinates software licenses for staff. Creates, maintains, and updates administrative records, rosters, files, and email or distribution lists.
STAFF ACTIVITIES AND GENERAL ADMINISTRATIVE SUPPORT
Provides administrative support to Executive Office staff and assists with division-wide administrative activities and special projects. Coordinates administrative aspects of onboarding new employees and works with appropriate NASEM offices to ensure necessary arrangements and resources are in place for their arrival. Provides administrative support for staff activities, including staff recognition and morale activities. Performs other administrative duties necessary to support the effective operation of the Executive Office.