Program Assistant, COMPASS (Mar. 29)

2019-03-20T13:42:50+00:00 March 20, 2019|

COMPASS seeks motivated candidates for the position of Program Assistant. COMPASS champions, connects, and supports diverse science leaders for the well-being of people and nature. You can learn more about our mission and the change we seek in the world by visiting our website (www.COMPASSscicomm.org).

Position Summary
The Program Assistant (PA) is a part time (30 hours/week) position based in Silver Spring, MD. The PA will work with COMPASS staff involved in policy events and other engagement activities designed to bring scientists into direct dialogue with decision makers, primarily in the Washington, DC area. Events may include policy briefings, workshops, and meetings for as few as 2 and as many as 100 participants. This role will require the program assistant to manage logistics and implementation of COMPASS-led events, track and share policy news and events, and attend relevant policy events and seminars.

Essential Duties & Responsibilities
The PA will divide his or her time between:
(a) Planning, logistical and administrative support for COMPASS policy engagement activities, including:

  • Secure venue, catering, and other facility needs for events
  • Secure lodging, travel, and other related logistical needs for participants and staff
  • Ensure relevant documents and materials are completed, including providing layout, design, and final copy editing
  • Manage on-site event logistics and needs. Record any minutes or notes if required
  • Complete event follow up tasks, including processing expense reimbursement to the Director of Finance, data-entry, archiving materials and presentations, and other project-dependent tasks

(b) Tracking daily policy-relevant news and events, and managing clips and a weekly events calendar
(c) Attending policy-relevant events in person (e.g. briefings, hearings, local panels, seminars), as well as listening to event live-streams, and sharing back and synthesizing with the rest of the team
(d) Utilizing social media and other forms of outreach to promote COMPASS policy-related events and activities
(e) Supporting the creation of COMPASS policy products, such as presentations, papers, blogs, and other materials, by contributing research, editing, writing and/or design assistance
(f) Providing administrative support for DC COMPASS staff, including making travel plans, handling expenses, and scheduling
(g) Managing and maintaining the Silver Spring, MD office. This includes managing the facilities, furnishings, and machinery for an office of 3-5 staff, including liaising with landlord, vendors, and service providers
(h) Trouble-shooting technology needs
(i) Other support as needed

Qualifications
The ideal candidate must have:

  • Desire to support the design and implementation of highly professional meetings, workshops, briefings, and other events
  • Strong interest in and understanding of COMPASS science & policy priorities, which can evolve quickly
  • Strong written and oral communication skills
  • Strong organizational skills, ability to manage multiple projects and deadlines
  • Ability to work in an environment that requires a proactive approach and fast turn-around times
  • Collaborative work style that combines tenacity, creativity, flexibility, adaptability, and innovative thinking in order to quickly solve problems and achieve positive results
  • Fluency in using Mac systems and programs
  • High proficiency with office productivity software including, but not limited to, Microsoft Office (Word, Excel, and PowerPoint), iWork (Pages and Keynote), WordPress, creating and merging PDFs, and scheduling proficiency with Google Calendar and iCal
  • Proficiency with online communication and file sharing tools including Skype, Zoom, Dropbox, Google Documents, and Evernote
  • Understanding of relational databases; experience with Salesforce and/or Legistorm preferred
  • Appreciation for COMPASS’ mission and desire to help scientists make their science matter

In addition, the ideal candidate will have:

  • Previous event coordination experience
  • Graphic design experience (to support the layout and production of policy briefs)
  • Experience using social media in a professional setting (Twitter/Facebook)

Education and Experience
Undergraduate degree required. Relevant experience in science, policy, and/or other non-profit preferred.

Organizational Relationships
This position reports to the Assistant Director of Policy Engagement, and will work closely with her on many projects. This position will also be accountable to other program staff for events and discrete tasks. The PA will also be expected to interact regularly with the rest of the COMPASS team.

Physical Demands
The job predominantly involves working at a desk as well as occasional local and domestic travel (car, plane, train, etc). Physical requirements while working in the office will include the ability to sit for long periods of time, perform extended computer-based research, keying data into