College Student Hire - National Academy of Engineering

Job Description Summary:

Under immediate direction, the College Student Hire will support the development and implementation of a secure, centralized system for managing National Academy of Engineering (NAE) Council documents, including meeting materials, governance records, and confidential files. Responsibilities include assisting with document organization, supporting access controls, and ensuring materials are structured for secure storage and efficient retrieval.

This position is intended for college students interested in science, engineering, medicine, or business operations who seek to gain practical experience and develop professional skills. Under direct supervision and established procedures, the incumbent performs a variety of clerical and research tasks and supports routine operational activities.

Founded in 1964, the National Academy of Engineering (NAE) is a private, independent, nonprofit institution that provides engineering leadership in service to the nation. The NAE advances the nation’s welfare and prosperity by providing independent, objective advice to the U.S. government and by promoting a vibrant engineering profession and public understanding of engineering. The NAE is part of the National Academies of Sciences, Engineering, and Medicine, an independent, nonprofit organization chartered by Congress to provide objective analysis and advice on matters of science, technology, and health.

Job Description:

ESSENTIAL JOB DUTIES:

Document Repository Development & Organization

• Assist in the setup and organization of a secure document repository (e.g., SharePoint or similar platform).

• Upload and organize Council and Membership documents, including meeting minutes, agendas, nomination forms, and governance materials.

• Apply consistent file naming conventions and folder structures.

• Develop a system for ongoing maintenance of the secure document repository.

• Note: Two systems may be required to support staff and Council-facing materials.

Systems Review & Implementation Support

• Audit and evaluate systems used by other units within NASEM and suggest a system aligned with the needs of the NAE.

• Support implementation of access controls and permissions to ensure document security.

• Coordinate with staff to identify sensitive or restricted materials.

Document Control & Quality Assurance

• Assist in version control and document tracking processes.

• Conduct quality checks to ensure documents are complete, accurate, and properly formatted.

User Support & Guidance

• Support development of user guidance for accessing and navigating the document system.

• Troubleshoot basic access or formatting issues.

Communications Support

• May participate in updating unit web pages and other communications or media activities.

NONESSENTIAL JOB DUTIES

• Related duties and special projects as assigned.

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities:  Proficiency in Microsoft Office Suite.  Ability to solve problems with supervisory consultation or by following procedures.  Ability to prioritize work and the flexibility to change directions as the job dictates.  Ability to work successfully in a team environment.  Ability to develop relationships with co-workers and employees in other National Academies’ departments through effective communication.  Good written, verbal, and interpersonal skills with an ability to effectively interact with all levels of employees. Strong organizational skills and attention to detail and ability to handle sensitive and confidential information is needed.

Minimum Education/Training Requirements:  High school diploma, GED, or equivalent knowledge.  Current enrollment in an undergraduate or graduate degree college or university program. Experience with document management systems or content organization. Basic understanding of data security or access control concepts. Familiarity with file structuring, metadata tagging, or archiving processes. Interest in governance, records management, or IT systems preferred.

Minimum Experience:  None.

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

Required Licenses, Certification or Registration:  None.

Supervisory Responsibilities/Controls:  Reports to manager/supervisor.  Supervisor is available to organize work, set objectives, and to assist in problem resolution.

Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 60%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.

The compensation for this position is $18.50 per hour, plus potential overtime.

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 does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, 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:

STFL

Employee Type:

Employee

Scheduled Weekly Hours:

37.5

City/State:

Washington, District of Columbia