Reporting to the Institution Director and President, has direct responsibility for carrying out the administrative management and technical duties of the office. Is responsible for a wide range of complex and confidential administrative, operational, and governance tasks. These responsibilities include executive office management; frequent communication and interaction with senior-level personnel, necessitating exposure to, and handling of, sensitive information; and administration of personnel policies and procedures. Is responsible for preparation, analysis, and monitoring of office budgets, including forecasts, and acquisition and maintenance of equipment and supplies. Works closely with the Director and President on special initiatives, such as, long-range planning, campus master plan and capital campaign. Responsible for hiring, training, and supervising office support staff. Position carries substantial responsibility and requires a broad range of skills and the ability to exercise considerable judgment, initiative, discretion, and independence. Interacts frequently with Institution administrative, scientific, services offices and operations, and with senior-level staff and visitors from external scientific, research and education institutions, universities, or similar environments to ensure timely and accurate communication.

• Serves as primary contact and authoritative information source on Director and President's activities and responds to internal and external inquiries about Institution operations and personnel.
  
  
• Responsible for day-to-day administration of the Office of the President and Director.
  
  
• Communicates effectively and frequently with a variety of constituencies including Vice Presidents, Department Chairs, Department Administrators, Senior Managers, members of the Executive Committee, Board of Trustees, Corporation members, major prospects, donors, Washington representatives, and others.
  
  
• Interprets and applies administrative procedures; takes initiative and makes timely and informed decisions and recommendations related to major administrative plans and issues in the Director and President's Office.
  
  
• Provides key liaison between the Director and President, Vice Presidents, and senior-level management staff.
  
  
• On behalf of, or in the absence of, the Director and President, serves as liaison with the Communications and Development Offices and various Institution and community groups, federal agencies, corporations, etc.
  
  
• Facilitates and coordinates details regarding special requests, special events, communication of information, arrangements for presentations, etc. Coordinates and assists in developing plans for new ventures as they relate to or are initiated by those that report to the Director and President.
  
  
• Responsible for office staffing, training, and supervising and serves as mentor to administrative support staff.
  
  
• Coordinates and directs administrative support functions and implements policies and procedures for production of documents, workflow, filing, ordering of supplies, and record maintenance.
  
  
• Prepares agendas, correspondence, and memoranda; reviews, routes, and answers mail, composing responses for the Director and President, as appropriate; prepares proposals, manuscripts, reports, and other written material.
  
  
• Organizes office operations, such as workspace assignment and layout.
  
  
• Sets up, handles, and maintains sensitive files, including financial and personnel records/files and classified materials for which knowledge of security procedures is required. May also assume responsibilities of the Communications Security Custodian. Therefore, must have or be able to obtain a Security Clearance.
  
  
• Responsible for preparation of Director and President's notes for monthly Executive Committee meetings; assists with planning special functions and events for the Director and President and the Board of Trustees.
  
  
• Maintains master calendar of events and daily log of activities for the Director and President; arranges meetings, appointments, travel schedules, and details related to special events.
  
  
• Coordinates and arranges complex travel and accommodations for visitors from funding agencies, other institutions, orporations, Washington contacts, and representatives from other countries.
  
  
• Serves as recorder and prepares minutes for meetings of the Director and President.
  
  
• Maintains notes from Information Exchange Group (IEG) meeting on the Web.
  
  
• Gathers, assembles, and analyzes information and data from a wide variety of sources in response to the initiatives of the Director and President. Prepares related reports to ensure that information is timely and accurate.
  
  
• Prepares, analyzes, and monitors financial and budget records in the Office of the Director and President, including forecasts.
  
  
• Approves, or delegates approval of, purchase requisitions, travel authorizations and vouchers, requests for payment, etc. Oversees record-keeping and billing database of office budgets and expenditures.
  
  
• Performs other related duties as may be assigned.