Program Administrator - Biological Science and Technology Study Group (BSAT)

Overview:

Under the guidance of the Division Director and the Program Director for the Biological Science and Technology Study Group (BSAT), this position is responsible for the detailed administrative operation of the BSAT program. Provides draft plans for all BSAT meetings and arranges all local visits, and out-of-town trips. The BSAT Program Administrator travels to assist the BSAT Program Director with various meetings throughout the year, including 3 large annual meetings averaging 50 participants and 6-8 workshops averaging 40 (ranging from 10 to 70) participants. Execution of these meetings requires travel to each venue to perform a variety of both complex and routine administrative duties. This requires good working knowledge of the DARPA BTO office, the BSAT member organization, designated study programs, practices and procedures related to the function of the organization. May be asked to assist Information Technology and Systems Division (ITSD) management in matters outside of the BSAT program.

Job Responsibilities:

1. Functions as the primary Point of Contact for all administrative needs for BSAT participants.

2. Maintains BSAT member professional biographies to include photos, position papers, and other relevant data.

3. Maintains the BSAT calendar and solicits information from BSAT leadership after each meeting to identify each study group topic and post the meeting title, abstract, date, city, venue, and contributing subject matter experts to the BSAT website.

4. Prepares and distributes meeting notifications to BSAT members, invited guests and speakers. Identifies foreign national participation and provides appropriate notification if security clearance or access issues are present.

5. Identifies and contacts venues for meeting room and break-out space availability. Prepares requests for proposals for off-site venues, initiates purchase requests to engage venues. Plans meeting requirements to secure per diem lodging accommodations and, on an as needed basis, contracts for working lunches, provide refreshment breaks, working dinners, and ground transportation.

6. Collects and tracks briefing and other meeting materials for use during meetings and in follow-up reporting.

7. Coordinates meeting logistics with the BSAT Director, workshop chairs, BSAT membership, invited guests and speakers and IDA staff. Prepares and distributes meeting agendas for all meetings. Coordinates with IT personnel and venue or contracted staff to support meeting requirements and resources. Organizes and attends to the meeting details and last-minute ad hoc requests that arise or that are identified by the BSAT Director, study group lead, Chair and Vice-Chair. Maintains an online calendar of scheduled meetings and special topic teleconferences, collects discussion resources and out-briefings to post to the BSAT website.

8. Reviews and validates all BSAT travel requests including international travel. Supports all local and out-of-town meetings, which may require travel in advance of the meeting and remaining after the meeting to manage wrap up details.

9. Regularly schedules and hosts teleconferences, and numerous other special meeting requests. Organizes special activities, including BSAT field trips, as required.

10. Serves as day-to-day point of contact and coordination for all BSAT members, invited guests, and speakers for administrative matters.

11. Provides projections of anticipated expenditures to assist in managing the budget. Maintains cost projections and expense logs for all meetings and submits attendee reimbursement requests for leadership review and approval before providing to IDA finance for processing.

12. Assists the BSAT Director in the preparation and distribution of reports, including the annual report, from BSAT study group projects. Works with the BSAT Director and ITSD editor to obtain necessary release documentation and approvals from DARPA.

13. Collects all workshop briefings and other reports to post on the BSAT website. Submits all documents on a timely and accurate basis to include narrative, technical, and other related subject matter contributions.

14. Processes clearance requests for prospective BSAT members who seek affiliation at a TOP SECRET level.

15. As needed, manages activities to enable IDA plenary speaking events, lunches, and extra working sessions for IDA or ITSD working groups. This may include arranging for meeting rooms and other logistics.

16. Assists Division management and performs other duties as needed or assigned.

Minimum Qualifications:

• Master's degree and 2 years minimum experience, OR bachelor's degree and 4 years minimum experience, OR associate's degree and 6 years minimum experience, OR high school diploma and 8 years' experience related to project administration, event coordination and execution, or related activities.
• Ability to travel 12 - 15 times during the year with trips typically spanning 3-5 days each.
• Ability to lift and transport 45 pounds.
• Excellent interpersonal skills and ability to interact with leadership and staff from government, academia and industry. Ability to communicate effectively both orally and in writing.
• Strong organizational skills and ability to concurrently handle multiple complex details and delegate administrative support tasks.
• Demonstrated ability to handle proprietary or sensitive information and to operate effectively under deadlines with tact, diplomacy, and discretion.
• Demonstrated proficiency in MS Office suite and similar software packages to include file sharing, word processing, formatting and editing, complex worktable, advanced PowerPoint skills, spreadsheet, graphics and database management tools. Experience with other automated systems for event management, as well as Microsoft Outlook or other electronic mail systems, conference room scheduling systems, search engines, and other internal automated systems.
• Ability to set up and run virtual meetings using a variety of collaborative tools and applications.
• Ability to obtain and maintain required security clearances.
• Successful completion of a criminal background check is required.

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 $73,462-$117,538. Individual salary within this range will be commensurate with the incumbent's experience, unique skills and qualifications, and other relevant factors.