Administrative Assistant

Job title: Administrative Assistant

Company: American Mathematical Society

Job description: POSITION: Administrative AssistantLOCATION: Washington DCABOUT THE AMERICAN MATHEMATICAL SOCIETYThe American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization that is dedicated to advancing research and connecting the diverse global mathematical community through our publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs. The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.WHY WORK AT THE AMSAt the AMS we value excellence, inclusivity and teamwork. We work at the forefront of advancing and connecting the diverse mathematical community worldwide, and we are seeking curious, innovative, collaborative individuals to join our team.

• Excellent work-life balance with potential for hybrid work
• Generous benefit offerings including:
• 9.5% employer contribution to 403(a) Retirement Plan
• 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
• Medical and dental coverage with employer cost share
• Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
• 12 paid holidays
• Generous paid time off
• Technology equipment reimbursement for applicable roles
• Tuition reimbursement
• Commitment to equity, diversity, inclusion and a welcoming environment

SUMMARY:The American Mathematical Society (AMS) is a professional society with roughly 30,000 individual members. The AMS Office of Government Relations (OGR) is located in Washington, D.C. and is a small office of four – the Senior Vice President (SVP), Associate Vice President (AVP), Special Projects Officer (SPO), and Administrative Assistant. The AMS has roughly 200 employees, most based at our headquarters in Providence, RI. We represent the AMS in Washington, D.C. by connecting with federal science agencies, legislative staff, partner professional societies, and other Washington-centered policy action groups.Under limited supervision, this high-level administrative position provides advanced administrative support and project management for the OGR. The position manages logistical support for advocacy activities, AMS committees, OGR-hosted events, general office operations, and OGR staff travel and scheduling. Additionally, the position works closely with staff based in Providence, RI and serves as the general point of contact for all OGR operations.ESSENTIAL FUNCTIONS:Project Management and Planning

• Prepare and manage the OGR annual budget.
• Manage the AMS Committees on Education and Science Policy, including all planning for annual meetings and work throughout the year, and committee webpages updating.
• Manage the annual holiday reception.
• Manage Hill Visit Days, including for the policy committee members.

Office Management

• Greet visitors and handle shipping and mail.
• Serve as the point person for meetings held at the office.
• Manage building relationships and interactions, including room reservations for the office.
• Work with Information Technology and Systems departments to update and maintain office computers/equipment.
• Manage the general operation of the office including purchasing of supplies, facilities, equipment, and bookkeeping.

Assist SVP and AVP

• Work with SVP on the annual Operating Plan and other internal reports.
• Assist with proofreading and editing of OGR materials.
• Assist with OGR scheduling, travel arrangements, expense reports, presentations, reports.
• Assist with preparation for visits to Congress, to the White House, to the National Science Foundation, and other agencies and offices.

The Administrative Assistant will perform other or similar related duties as requested or assigned.INTERNAL AND EXTERNAL RELATIONSHIPS:

• Internal: Report to, communicate with, and keep OGR staff apprised of relevant information, events, and deadlines. Work collaboratively with staff across the AMS.
• External: Work with and maintain good relationships on behalf of the AMS when communicating with AMS committees, officers, volunteers, and the mathematical community at large, as well as outside vendors, and congressional and executive agency staff.

SUPERVISORY RESPONSIBILITIES:

• None

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 5 years’ office administration-related experience; bachelor’s degree preferred.

• Comfort using various software systems, and willingness to learn new systems, to manage AMS business.
• Demonstrated strong verbal and written communication skills.

• Experience working with a team; works effectively with others in a variety of settings.
• Ability to work flexible hours and travel as needed.
• Experience with planning and organizing meetings and events, and negotiating with outside vendors for space or services.
• Interest in public policy, mathematics, or science.
• Previous experience working with or liaising with policy makers on Capitol Hill.
• Superior organizational skills and attention to detail
• Superior interpersonal skills
• Ability to handle multiple priorities effectively and work independently
• Demonstrated competencies using Microsoft Office products (e.g., Outlook, Word, PowerPoint, and Excel)

ATTRIBUTES AND COMPETENCIES: The following attributes and competencies are indicators of the skills and/or behaviors necessary to successfully perform the essential functions of the position:

• Demonstrates understanding of organization’s mission, structure, culture, and constituencies
• Demonstrates knowledge of own department’s work activities and mission; understands how own job impacts work of department
• Responds positively to changes in the organization and the workplace
• Demonstrates flexibility in responding to work demands
• Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect
• Excellent organization skills. Plans and organizes work effectively
• Accepts accountability for job performance and work products
• Works effectively with others in a variety of settings
• Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation
• Maintains professional composure in challenging situations
• Exercises discretion in identifying, handling, and safeguarding confidential information
• Addresses issues constructively, building cooperative relationships within and across departments
• Receptive to feedback and willing to try different approaches in order to achieve the best results

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.

• Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting or repetitive motion
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices
• Capable of reliable attendance in the office during scheduled work hours
• Capable of travel by commercial airlines and able to lodge in public facilities

WORK ENVIRONMENT/CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typical office environment, climate-controlled, minimal noise
• Performing primarily sedentary work with limited physical exertion and lifting up to 40 lbs.
• Extended work hours may be required to meet project deadlines or resolve unexpected issues
• This position is required to be in-office

Affirmative Action/EEO StatementThe American Mathematical Society is committed to creating a diverse environment and is proud to be an equal opportunity employer. The AMS supports equality of opportunity and treatment for all individuals, regardless of sex, gender identity or expression, race, color, national or ethnic origin, religion or religious belief, age, marital status, sexual orientation, disability status, economic background, veteran, or immigration status, or any other social or physical component of their identity.Other duties disclaimer: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. It is not intended as an employment contract.

Expected salary:

Location: Washington DC

Job date: Sat, 04 Jan 2025 00:44:13 GMT

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