Job Description

Under general supervision, this position is responsible for the administrative, organizational and operational detail that supports division programs of varying size. This position will assist with coordination, logistics, communications, provisioning and service accommodations for these programs; including support and coordination with task leaders, creating draft plans for meetings agendas, and arranging both local visits and out-of-town trips with accompanying trip itineraries. Associated travel to manage these programs and meetings are on an as-needed basis with minimum expectations of two to four trips per year.

Responsibilities

• Administration:
  Under task leader direction, provides administrative support for division study groups and panels. Coordinates the preparation of progress reports and review material.
• Coordination & Logistics:
  Provides coordination and logistic support for division study groups that often include various panel members, mentors and speakers. Coordinates with sponsors, IDA staff, vendors, and others to support and complete task-related activities. Arranges all transportation details, lodging, payment request and special activities as required. Travels to the meeting sites and coordinates on-site as needed. Organizes and manages processes to include guest invitations, registration, clearances, RSVPs and other special requests.
• Communication:
  Organizes communications for steering meetings, panels and study groups. Monitors and updates website content. Serves as day-to-day point of contact for all panel members, mentors, sponsor staff and other meeting attendees or participants. Develops, publishes and distributes agendas. Prepares and consolidates information for attendees to facilitate information flow among guests. Prepares all requests for visits and follow-up correspondence.
• Provisioning:
  Prepares Request for Proposal (RFP) submissions for off-site venues and coordinates contracts and reservations with appropriate staff; conducts site visits and dry runs as required. Completes internal requirements to facilitate site contracts and other related activities; prepares annual Military Air request and coordinates specific flight schedules and details, may work with other staff within established division, or other IDA staff to include purchasing or finance to complete assignments.
• Financial Controls:
  Monitors and submits approved task expenses to accounting. Provides documentation, agreements, contracts or other data as required regarding internal or external service and accommodation needs. Provides projections of anticipated expenditures to assist in managing the budget, including the planned cost for Military Air.
• Intra-division coordination:
  Organize division communication and knowledge exchanges via brown-bag information forums, all-hands meetings and other forums as required.
• Other:
  Following direction or other guidance, this role arranges and supports inter-divisional information exchanges. Coordinates with other administrative staff in support of division study groups and panels. Performs other duties as assigned.

Qualifications

• BS/BA degree + 2 years’ experience or Associate degree + 4 years or HS+ 6 years
• Experience providing task support to a technical group or in a technical work environment.is preferred.
• Excellent written and oral communications skills.
• Strong organizational skills with the ability to prioritize and handle many complex concurrent tasks.
• Ability to travel for periods of up to six days two to four times per year.
• Demonstrated interpersonal skills and ability to interact with university faculty, senior government officials, and military officers.
• Demonstrated proficiency with Microsoft Office applications.
• Demonstrated proficiency with numeric data and general accounting principles.
• Ability to handle proprietary or sensitive information, exercise appropriate discretion, judgment and initiative in completing assignments.
• Ability to obtain and maintain required security clearances.
  

Why Work at IDA?

IDA, as a non-profit, is uniquely positioned to answer the most challenging U.S. security and science questions with objective and rigorous analysis leveraging extraordinary scientific, technical, and analytic expertise. This position is located in Alexandria, VA, just outside Washington, D.C.
IDA offers the following benefits and resources to their employees:

• Comprehensive benefits including diverse health insurance options, generous 10% contribution to retirement, maternity/paternity leave, 20 days paid time off, and relocation reimbursement.
• Mission-oriented work at a non-profit that supports and protects our warfighters
• Eligibility for Public Service Loan Forgiveness (PSFL) due to IDA's non-profit status.
• Professional development including tuition reimbursement, internal and external trainings, and funding for researcher-pitched projects and publications.
• A strong employee and corporate work-life balance, including options for flex time.
• A brand-new facility located in Alexandria’s high-tech corridor in Potomac Yard; and close proximity to local dining and shopping.
• Easy access to Potomac Yard Metro stop and Potomac Yard DASH bus stop. Employer contributes $315/month (IRS max) to commuter benefits.

Compensation

We support transparency, equity, and fairness in our compensation program and provide a reasonable estimate of the salary range based on data-driven market analysis for each position. While it is not typical for an individual to be hired at or near the top of the range, a reasonable estimate of the salary range for this role is $56,254 - $90,007. Individual salary within this range will be commensurate with the incumbent’s experience, unique skills and qualifications, and other relevant factors.