Program Assistant, Office of the Chief Science Officer
Department: Office of the Chief Science Officer
Reports to: Senior Manager, Governance, Policies, and Procedures
The Program Assistant , Office of Chief Science Officer, provides comprehensive administrative support to the team members of the OCSO and in activities related to the Science Oversight Committee (SOC), Selection Committee (SC), and the Board of Governors (BOG). The Program Assistant will perform a variety of administrative tasks with a sense of urgency and keen attention to detail with a capacity for multi-tasking.
Duties and Responsibilities
- Science Oversight Committee (SOC)
- Serve as SOC primary point of contact for administrative and logistics matters
- Identify, schedule, and coordinate all details of the monthly SOC meetings. This includes setting deadlines and coordination timelines
- Staff the weekly SOC Exec Call meetings to include coordinating and communicating the agenda and follow up items
- Lead the coordination of materials from the Science programs. Collaborate with the Chief Science Officer and Director, Science Governance and Strategy Implementation to finalize. Send staff and the SOC members the meeting materials within the appropriate lead time to provide ample review
- Staff the SOC meetings/calls, take notes and record minutes; and track SOC members' Conflict of Interests (COI)
- Record and assist with any action items and follow-up needed
- Maintain electronic files accordingly
- Selection Committee (SC)
- Serve as the SC primary point of contact for administrative and logistics matters
- Identify, schedule, and coordinate all details of the SC meetings based on important internal and Board of Governor's dates and deadlines. This includes setting deadlines and coordination timelines; managing preparatory meetings/calls for the rehearsal, dress rehearsal; the planning call with the chair; and the follow-up call after the SC meeting
- Lead the coordination of materials from the Science programs. Collaborate with the Senior Manager, Governance, Policies and Procedures and Chief Science Officer to finalize. Send staff and the SC members the meeting materials within the appropriate lead time to provide ample review
- Staff the SC calls and meetings; take notes and record minutes; and track SC members' Conflict of Interests (COI)
- Record and assist with any action items and follow up needed
- Maintain electronic files accordingly
- Board of Governors
- Serve as the BOG administrative contact within the OCSO and to the Office of the Executive Director (OED)
- In collaboration with the Senior Manager, Governance, Policies, and Procedures coordinate the science related project timelines and deliverables; assist with keeping the rolling board agenda up to date
- Coordinate the science content for the board meetings to include appropriate agenda briefs and slides are created by the programs within the deadlines set by the OED
- Attend the board rehearsals, make changes to content, and coordinate final approval of all documents by the CSO
- Take accurate meeting minutes for science-related agenda items. Work closely with the Sr. EA and Board Liaison and other internal staff to finalize minutes and documentation
- Assist with the preparation of OCSO data and documents, including written reports, tables, and presentations for dissemination to Senior Leadership, Board workgroups and committees. Track application and letters of intent data
- Support the OCSO team with various administrative tasks, as needed, including inquiries to Science through Zendesk and triaging requests to appropriate staff
Incumbent(s) in this position may be required to perform other duties and special assignments not specifically stated above.
Statements outlined in this section are designated as essential job functions in accordance with the Americans with Disabilities Act of 1990.
*PCORI Staff Conflict of Interest Statement - No PCORI employee can receive a direct financial benefit from a healthcare related organization during the course of his/her employment with PCORI.
PCORI conducts background checks on all applicants.
PCORI is an equal opportunity employer committed to cultural diversity in the workplace.
- Excellent written and oral communication skills;
- Excellent organizational and administrative skills;
- Ability to manage and work on multiple tasks and under tight deadlines, to write and condense information for various audiences, and to prepare PowerPoint graphics, charts and tabular data presentations;
- Proficiency in the use of technology, including knowledge of Microsoft Office Suite and internet literacy, and willingness to learn new computer skills as necessary;
- Flexibility and skill in working as a team member and comfort working in a challenging environment with dynamic priorities;
- Must possess intellectual curiosity and be able to gather, assess and synthesize information from a variety of resources;
- High level of judgment, integrity, and the ability to listen with sensitivity to others and ask clarifying questions;
- Ability to work collegially with staff across the organization, at all levels and an interest in and strong commitment to the PCORI's mission and programs;
- Experience using Salesforce and high proficiency with Microsoft Excel and PowerPoint a bonus;
- Ability to creatively develop and implement solutions that are efficient and improve OCSO processes.
- Bachelor's degree and 2 years of related work experience (e.g., health, healthcare, non-profit, government) or Master's degree in relevant field with 0 – 2 years of related work experience. Applicants with relevant experience working in health research, at a funding organization/agency, conducting research and/or project management preferred.
- Experience in health or health care related field, preferably in the non-profit or government sector is desirable.
- Demonstrated knowledge, experience working with and an interest in healthcare research and health policy is preferred.
Job Location Washington, District of Columbia, United States
Position Type Full-Time/Regular
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