Job Description Summary:
*Cover Letter Required*About the National Academy of Medicine (NAM)
The National Academy of Medicine (NAM), established in 1970 under the name Institute of Medicine (IOM), is an independent organization of eminent professionals from diverse fields including health and medicine; the natural, social, and behavioral sciences; and beyond. With the authority of the 1863 Congressional Charter of the National Academy of Sciences requested and signed by President Abraham Lincoln, the NAM serves alongside the National Academy of Sciences and the National Academy of Engineering as adviser to the nation and the international community. The NAM’s mission is to advance science, inform policy, and catalyze action to achieve human health, equity, and well-being.
About the Program
As part of the NAM’s commitment to building leadership capacity across diverse disciplines to shape the future of health and medicine, the Health Policy Fellowships and Leadership Programs (HPFLP) office administers a portfolio of highly regarded programs.
These programs offer unique learning opportunities for exceptional early- and mid-career professionals to enhance their knowledge and skills; expand their networks of leaders in health and medicine; contribute their expertise to help shape sound, evidence-based policies; and accelerate their career development.
About the Position
Given the recent growth of the Health Policy Fellowships and Leadership Program’s portfolio – namely the NAM Fellowship in Global Women’s Health Research (GWHR) and the State Health Policy Fellowship (SHPF) program, the HPFLP office is seeking a Senior Program Assistant who will play a vital role in supporting its effort to develop a cadre of leaders to improve health for all—nationally and globally. The GWHR Fellowship will involve cohorts of 20 international fellows per year (selected from sub-Saharan Africa for the first two years). Fellows will engage in in-person (both in-region and US-based) and virtual educational experiences. The SHPF will engage state-based policy fellows in in-person (DC and in participating states) and virtual educational program as coordinating policy placements. Due to the nature of these programs, the position will provide significant support of domestic and international travel.
Under minimal supervision, the Senior Program Assistant will coordinate and perform complex logistical and administrative aspects of the assigned programs. Incumbent will write, edit, and format routine correspondence; plan online and in-person meetings; interface with fellows and scholars, committee members, sponsors, and others at all levels; and assist in the application/nomination and selection processes of the programs. Incumbent will also maintain and manage program websites/webpages, database, and records.
This role requires strong organizational skills and a high level of flexibility, as well as the ability to prioritize amongst many deliverables. Successful candidates will be self-starters who proactively take initiative and can work independently to help ensure that the programs run smoothly and efficiently.
Job Description:
ESSENTIAL JOB DUTIES:
1. Administrative Support: Performs routine and complex clerical and administrative tasks including but not limited to detailed scheduling activities, writing and editing correspondence, compiling and coordinating mailings; taking meeting notes, and facilitating follow-up actions. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists. Assists in detailed scheduling activities across the programs.
2. Event Planning and Management: Coordinates logistical arrangements for internal and external meetings and workshops, webinars, and web-based meetings. Coordinates travel and lodging arrangements. Selects menu and arranges for support services, including audiovisual and transcription. Produces meeting materials and manages registrations. Provides assistance at meetings and resolves issues.
3. Research Support: May perform basic research activities, including gathering citations and performing literature searches for staff and committee members. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.
4. Contracts and Reimbursement: Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures. Prepares documentation for contracts with writers and consultants, with guidance from the NAM Finance Department.
5. Publications: Inputs edits and proofreads reports, documents, and other correspondence with guidance. Formats text and sends drafts to fellows and scholars, committee members, speakers, and other invited guests to review for accuracy. Coordinates with printers/publishers to have materials printed. Secures necessary permissions and forms for publication. Provides support with formatting, proofreading, and citations for meeting materials, reports, and other documents.
6. Communication, Dissemination, and Information Management: Communicates with fellows and scholars, program alumni, committee members, sponsors, and other external stakeholders, answering questions and providing information. Updates applicable databases and systems on a timely basis, ensuring documents and files are accurately maintained and archived. Maintains email and distribution lists. Updates and maintains relevant websites/webpages. May perform administrative-related Federal Advisory Committee Act (FACA) compliance tasks. May support outreach and recruitment efforts to promote the programs via the development of electronic newsletters, social media, and website content.
7. Staff development: Attends meetings, training classes, and staff development workshops to develop and hone necessary skills. May mentor and train new support staff. Coordinates temporary help and may supervise work of temporary staff.
NONESSENTIAL JOB DUTIES:
Related duties and special projects as assigned.
JOB SPECIFICATIONS:
Required Knowledge, Skills, and Abilities: Strong organizational skills and ability to prioritize work while remaining flexible to meet the needs of the programs. Excellent written and verbal communication and interpersonal skills, with strong attention to detail. Proficiency in Microsoft Office and Google Suite. Ability to plan and support extensive meeting activities. Ability to work successfully in a multi-cultural team environment. Ability to make sound judgments and decisions with supervisory consultation or by following procedures. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication.
Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge.
Minimum Experience: Four years of related experience in an office environment or educational equivalent.
Physical Capabilities: Ability to work at a computer for extended periods of time. Ability to travel domestically and internationally.
Required Licenses, Certification or Registration: None.
Preferred Knowledge, Skills, and Abilities: Experience with website management/maintenance, CRM/ARM software, and social media platforms.
Supervisory Responsibilities/Controls: Reports to Senior Program Officer. Supervisor is available to organize work, set objectives, and assist in problem resolution.
Compensation Range: The National Academies of Sciences, Engineering, and Medicine support equity, 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: Hybrid Office/Telecommute environment, expected onsite percentage, as dictated by business needs, approximately 40%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
The National Academies’ Statement on Diversity and Inclusion:
We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact.
We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world.
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:
PROG