Marketing and Subscriptions Administrative Assistant - Proceedings of the National Academy of Sciences

Job Description Summary

The Proceedings of the National Academy of Sciences (PNAS) is the National Academy of Science's official peer-reviewed journal of original scientific research. Since its establishment in 1914, it publishes cutting-edge research reports, commentaries, reviews, perspectives, colloquium papers, and actions of the Academy. Coverage in PNAS spans the biological, physical, and social sciences. In 2022, the National Academy of Sciences launched PNAS Nexus, an open access journal with a focus on high-quality original research with broad, interdisciplinary appeal from across the biological, medical, physical, social, and political sciences, and engineering and mathematics. PNAS is seeking a Marketing and Subscriptions Administrative Assistant to perform a broad set of marketing activities related to scientific publications at an influential organization.

Supports the Marketing and Subscriptions teams for PNAS by coordinating administrative tasks, including organizing mailing lists, managing inventory, and ordering promotional items. Assists in planning and executing event logistics, from hiring temporary staff to printing materials and creating badges. Works with internal teams to ensure smooth communication and project execution, including maintaining event schedules, financial paperwork, and procurement processes. Helps manage relationships with promotional vendors, handles shipping logistics, and supports social media scheduling efforts to promote the organization’s initiatives.

Works with either close supervision or under clearly defined procedures. Receives guidance/supervision on new assignments but normally works independently on mastered tasks. Follows established procedures and guidelines to perform all duties accurately and on time. Uses pre-determined guidelines to assist in decision-making.

Job Description

ESSENTIAL JOB DUTIES:

• Coordinates mailing and shipping tasks by collecting and formatting mailing addresses. Oversees the process of sending welcome packages to new staff members, Editorial Board members, and other recipients, using FedEx systems to efficiently manage all shipments.
• Assists the PNAS Subscriptions team with event logistics, including hiring and overseeing temporary staff. Handles administrative tasks such as printing badges and preparing materials like agendas and brochures. Helps create and manage events using Cvent to ensure smooth and professional execution.
• Collaborates with the PNAS Marketing team to support event promotions and communications. Schedules and tags social media posts on a weekly basis, maintaining a consistent and organized social media presence that aligns with the team's marketing strategies.
• Manages the ordering, inventory, and mailing of swag for both the Marketing and Subscriptions teams. Works closely with vendors to ensure timely and accurate ordering of promotional materials, and coordinates delivery to stakeholders such as sales agents.
• Oversees administrative tasks, including coordinating the printing and ordering of business cards. Tracks and maintains inventory for event materials and supplies, ensuring that all necessary resources are available for successful execution of events and promotional activities.
• Additional tasks may include managing credit card and financial reconciliation processes, ensuring accurate tracking of expenses and submitting financial paperwork to the PNAS Finance and NASEM Procurement teams in a timely manner to facilitate approvals and payments.
  
  

Nonessential Job Duties

• Related duties and special projects as assigned.
  
  

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities: Basic knowledge of marketing principles and practices. Knowledge of Microsoft Office, including Excel. General office administrative knowledge is desired, such as handling mailings, drafting/editing meeting agendas, printing tent cards/badges, etc. Ability to solve problems through selection and application of commonly used rules, procedures, and precedents. Ability to work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies' departments. Good communication skills with a proven ability to effectively interact with all levels of employees.

Minimum Education/Training Requirements: High School Diploma, GED, or equivalent knowledge.

Minimum Experience: Three years of related experience.

Physical Capabilities: Ability to work at a computer for extended periods of time.

Required Licenses, Certification or Registration: None.

Supervisory Responsibilities/Controls: Reports to the Content Marketing Manager, who is available to review work and assist with problem resolution. Works closely with the Subscriptions and Events Manager to support event planning and logistics.

Compensation Range: The National Academies of Sciences, Engineering, and Medicine support equity for all, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $23.04 - $28.79 per hour, plus potential overtime. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. This is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance. For more information, please click here.

Work Environment: This role has been approved for 100% remote status, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations. Please note that The National Academies of Sciences, Engineering, and Medicine is not an approved employer in all states, as such any remote work arrangement will need pre-approval.

Equal Opportunity Employer

It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.

Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.

The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.

Job Family

ADMN

Employee Type

Employee

Scheduled Weekly Hours

37.5

City/State

Remote, California