Position:                      Administrative Assistant, Policy and Outreach

Founded in 1989, Research!America is the nation's largest not-for-profit public education and advocacy alliance working to make research to improve health a higher national priority.

We are seeking an independent and motivated assistant who can work in a fast-paced environment. The position will provide the chance to learn about science policy and advocacy and an opportunity for growth. 

Job Summary:

Reporting to the Vice President, Science Policy and Outreach, the Administrative Assistant, Policy and Outreach is a full-time, non-exempt position. The Administrative Assistant, Policy and Outreach, provides general administrative support for the program staff inclusive of the Manager of Science Policy and the Manager of Science Outreach.  Responsibilities include:

  • Maintaining up-to-date proficiency in multiple mailing and delivery procedures to ensure timely and cost-effective delivery of Research!America communications and materials to targeted recipients.  Competencies include: mail merge proficiency; proficiency in mass e-mail techniques; ability to ensure timely courier services; knowledge of all overnight, ground and air shipping costs and procedures (specifically, USPS, UPS, FedEx); ability to track shipments; ability to establish effective working relationships with personnel at recipient institutions.
  • Managing mass mailings and shipments as directed.
  • Maintaining working relationships with vendors in order to ensure timely and cost-effective production of print materials as required.  Arranging pick-ups and deliveries.
  • Under the direction of the Manager of Science Outreach, tracking items on program event planner and presenter checklists including RSVPs; making appropriate logistical arrangements for programs, including travel arrangements for staff and/or presenters and preparation of name badges, table tents and registration forms. 
  • Maintaining the program calendar.
  • Maintaining proficiency in database skills, including formatting layouts.  Providing labels, lists and other reports as directed.  Entering/proofing/maintaining data in databases as directed.
  • Maintaining proficiency in Microsoft Office programs.  Producing program agendas, standard forms, merge documents, labels and other documents as directed.
  • Coordinating logistics for meetings and travel for science policy/outreach staff. 
  • Generating and/or completing correspondence/mailings for science policy/outreach staff.
  • Maintain databases of advocacy contacts.
  • Maintain the Congressional contact database.
  • Handle expense reports and track project expenses.
  • Establish and maintain computer/filing system for polling and programs.
  • Supervising temporary clerical help as directed.
  • Copying, faxing, distributing and filing materials as directed.
  • Conducting Internet searches for information as requested.
  • Other duties as directed.

Qualifications:

Ideal candidate will possess:

  • Minimum of five years' experience in similar position
  • Proficiency in Microsoft Office and FilemakerPro
  • Efficiency in daily application of computer programs, e-mail, PDA, electronic calendar, voice mail and other office technologies     
  • Ability to exercise initiative appropriately
  • Ability to follow instructions and to ask for clarification as appropriate
  • Demonstrated detail-oriented organizational skills
  • Excellent internal and external interpersonal communications skills
  • Excellent oral skills, especially competent and pleasant telephone manner
  • Ability to manage multiple projects with minimal supervision, work quickly and meet deadlines in a team-oriented environment
  • Excellent proofreading skills
  • Ability to lift and handle packages weighing up to 30 pounds.

To Apply:

Mail, fax or e-mail resume and cover letter, including a description of your unique qualifications and your reasons for wanting to be an assistant in the policy and outreach team at Research!America to:

Stacie Propst, PhD, Vice President, Science Policy and Outreach
Research!America
1101 King Street, Suite 520
Alexandria, VA 22314
703-739-2372 fax
spropst@researchamerica.org