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Please note that CNI is closely monitoring Executive Orders and will be following any final decisions or mandates regarding the COVID-19 Vaccination as a federal contract provider.

SUMMARY

The Administrative Specialist II provides a broad range of administrative support services for the President’s Council of Advisors on Science and Technology (PCAST). The PCAST is a group of approximately 30 non-governmental science and technology experts who advise the U.S. President on matters involving policy affecting science, technology, and innovation, as well as on matters involving scientific and technological information that is needed to inform public policy relating to the economy, worker empowerment, education, energy, the environment, public health, national and homeland security, radial equity, and other topics.

PCAST is funded by the U.S. Department of Energy (DOE) Office of Science (SC), but it is managed out of the White House Office of Science and Technology Policy (OSTP). As such, this position will be onsite at OSTP which is located in the Eisenhower Executive Office building in Washington, DC. This position is contingent upon clearing various parts of the security process.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge/quality of work, supporting financial goals of the company, initiative/motivation, cooperation/relationships, problem analysis/discretion, accomplishing goals through organization, positive oral/written communication skills, leadership abilities, commitment to Affirmative Action, reliability/dependability, flexibility and ownership/accountability of actions taken.

Promotes and encourages a culture of compliance with all applicable rules (federal, state, local, Federal Acquisition Regulations, Code of Federal Regulations, Prime Contract requirements, etc.) for themselves and the company as a whole. Fosters an environment in which they will report any violations or reasonably suspected violation of CNI policy, FAR, and/or CFR and are comfortable discussing the myriad compliance, conflict, FAR, CFR, etc. issues that arise during the performance of a government contract.

Provides administrative services support associated with overseeing and coordinating the administrative functions of PCAST in accordance with the Federal Advisory Committee Act, Public Law 92-463, and all applicable federal regulations and executive orders. Collaborates with and support the PCAST staff to administer six major meetings each year, working group preparatory calls, and multiple ongoing policy studies.

In coordination with PCAST Executive Director, assembles agendas and briefing materials for PCAST meetings.

Interfaces with OSTP staff for their participation in these meetings.

Submits Federal Register notices in a timely manner to announce meetings.

Updates and maintains PCAST’s public-facing website to announce meetings and other information.

Assists OSTP Communications with drafting tweets and other public messages to amplify meetings.

Oversees logistics among Capital Meeting Planning (CMP, PCAST’s event support contract), speakers and PCAST members.

Composes draft thank you notes to meeting speakers and participants.

Provides work group meeting and workshop support.

Reviews PCAST reports for format, consistency and grammar. Makes changes and/or corrections, as necessary. Develops graphics for reports and prepare bibliographic material.

Schedules preparatory Zoom/.gov calls for public meetings including: following up with administrative assistants to ensure that a quorum exists to vote on reports; following up with members and their assistants to assure that all participants call in.

Supports agenda development and reminders for preparatory conference calls.

Supports multiple projects going on at one time by scheduling conference calls and face-to-face meetings, following up on requests to (and sometimes from) working group members, and maintaining project status on online systems.

Maintains accurate biographies, addresses and administrative contacts for all PCAST members.

Compiles background research and briefing materials and prepare for distribution.

Develops and programs presentation materials (e.g., PowerPoint) and keep up to date.

Develops and updates tracking system (for example, using MS Project) to keep staff informed of the status of PCAST meeting preparation.

Develops and updates tracking system to keep staff informed of PCAST activities, dissemination of PCAST work, and implementation of PCAST recommendations.

Maintains PCAST record-keeping, both adapting material from prior years and improving and maintaining systems going forward.

Additional tasks as assigned.

Responsible for aiding in own self-development by being available and receptive to all training made available by the company. Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.

Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.

EDUCATION / EXPERIENCE

One year certificate from college or technical school and a minimum of five (5) years’ relevant experience and/or training in a professional business environment, or equivalent combination of education/experience. Experience in the use of Microsoft Office Suite and other administrative systems as required.

CERTIFICATES / LICENSES / REGISTRATION

JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES

Strong working knowledge of correspondence rules, policies and procedures.

Strong working knowledge of the principles and concepts of information governance to control a variety of internal and external correspondence at various stages.

Excellent written and verbal communication skills with knowledge and ability to utilize appropriate grammatical skills at a professional level.

Ability to work and communicate effectively with all levels of management and coworkers, as well as a wide range of people with diverse backgrounds.

Ability to identify problems and to use sound judgment.

Ability to work independently on assigned tasks as well as to accept direction on given assignments.

Ability to handle highly sensitive and confidential information with exceptional discretion.

Proven ability to exemplify professional behavior, dignity, and excellence and to maintain high standards under pressure.

Excellent organizational skills with ability to pay close attention to details.

Ability to manage multiple projects and priorities.

Skilled in planning and setting up room requirements for events and meetings.

Excellent customer service skills with ability to apply good listening skills and to handle unusual or complex situations with a calm and focused approach.

Ability to produce quality work, meet critical deadlines and pay attention to detail in a fast-paced, demanding environment.

Ability to be proactive, take initiative and accept accountability for assigned work functions.

Ability to work independently and in a team environment.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-one-one and small group situations to customers, clients, and other employees of the organization

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.

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