Program Coordinator - Transportation Research Board Technical Activities Division

ESSENTIAL DUTIES:

• Conducts procedural and administrative tasks for committee rotation in assigned area, including creating and downloading reports, performing initial analysis and adjustments in report, carrying out initial review of committee make-up and diversity, preparing recommendations for SPO, and monitoring approvals. Communicates with committee chairs on rotation procedures and membership balance and diversity. Processes interim additions and removals of members between formal rotation periods. Assists SPOs with committee chair appointment processes. Maintains subcommittee data.

• Handles procedural and administrative tasks in support of event and content planning in assigned area for the TRB Annual Meeting. Events may include gatherings, poster and lectern sessions, workshops, and committee meetings. Submissions may include papers, abstracts, posters, and other materials. Sets up structures, forms, and basic information in software systems used for Annual Meeting and conference planning, handles calls for submissions, review of submissions, and communications with reviewers and submitters. Establishes new volunteer event coordinators, as needed. Monitors deadlines for volunteer submissions and issues reminders. Handles volunteer inquiries regarding events and use of software systems. Inputs data that volunteers are not able to input. Makes necessary changes to events after volunteers no longer have access to the system. Inputs data on behalf of SPOs. Perform quality checks on data and make necessary corrections to ensure completeness, accuracy, and consistency of data and adherence to formats and policies established by TAD. Runs conflict reports. Conducts event slotting. Assists with paper review assignments under the direction of the SPO responsible for the modal or disciplinary area. Provides on-site support for the Annual Meeting as assigned by the Director, Meetings. Participates in Annual Meeting debrief meetings to continually improve the quality and operations of the Annual Meeting.

• Handles procedural and administrative tasks associated with planning for specialty conferences. Provides instruction and assistance to volunteers. Ensures that conference sponsorship and co-sponsorship requests are made on schedule and that complete and accurate information is included in the request forms. For GBEC-approved events, prepares materials for GBEC approval, planning committee appointment, and review of event proceedings. Works with Meetings Department on information needed for logistics, registration, patrons and exhibitors, and any special events or considerations for conference. Monitors volunteer planning of conference content to ensure that deadlines are met, conducting planning and coordination conference call as needed. Performs quality checks on data and make necessary corrections to ensure completeness, accuracy, and consistency of conference program details. Provides final conference program details to the TAD Publishing Group for production of the final printed conference program. Handles logistics, hotel, and travel for conferences held in National Academies facilities with Academies preferred hotels. Provides on-site support for specialty conferences. Prepares, conducts, and reports on conference evaluation surveys. Participates in conference debrief meetings to continually improve the quality and operations of specialty conferences.

• Prepares materials for committee meetings and other events. Assembles agendas and background information. Arranges conference calls and web meetings. Handle logistics for committee meetings and other events held in National Academies facilities. Works with Meetings Department, as needed, on committee meetings held outside of National Academies' facilities. Prepares certificates, brochures, and other documents. Packages and ships materials to venue. Corresponds with volunteers regarding travel, hotel, and other logistics.

• Handles travel-related tasks for chairs and staff. Sets up travel codes, arranges hotel and travel for staff, books hotel block in preferred hotels for events held in National Academies facilities and monitors attrition deadlines to avoid attrition fees, orders food and beverage if not handled by the Meetings Department, and processes travel expense reports for volunteers, awardees, and staff.

• Coordinates procedural and logistical activities for committees outside of Annual Meeting and conferences. Supports committee Triennial Strategic Plans: establishes schedule, provides format to volunteers with initial data included, and provides instructions and deadlines. Handles committee award nominations. Processes requested modifications to committee titles and scopes.

• Conducts initial vetting of committee materials submitted for Practical pipeline and returns non-conforming materials to committee with instructions on how to correct the material. Monitors Research Needs Statements database and communicates with committees about whether Research Needs Statements should be updated or removed. Uploads new Research Needs Statements.

• Participates in event budget planning activities. Monitors spending as event planning progresses and decisions and commitments are made. Looks for opportunities for cost efficiencies. Reconciles credit card monthly.

• Prepares meeting minutes and notes. Compiles and edits materials resulting from conferences and workshops. Coordinates with TRB Report Review Officer on review of materials.

• Compiles information for state visits, sponsor visits, website and other communications efforts, progress reports for sponsors, committees, the TRB Annual Report, and TR News articles. Monitors committee websites and email communications for appropriate use. Work with TAD outreach staff to keep committee web sites up to date.

• May assess paper reviews to ensure that acceptance decisions are consistent with reviews and to identify contradictory reviews and bring to the attention of the SPO and the TAD Publishing Group. May assist the TAD Publishing Group with other paper review tasks during peak paper review periods.

NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.

**Cover Letter Required**

JOB SPECIFICATIONS

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