Senior Program Assistant - National Academy of Medicine Health Policy Fellowship

The National Academies of Sciences, Engineering, and Medicine value diversity in our members, volunteers, and staff and strive for a culture of inclusion in our workplace and activities. Convening a diverse community to exchange ideas and perspectives enhances the quality of our work and increases our relevance as advisers to the nation about the most complex issues facing the nation and the world.

Remote 14

National Academies of Sciences Engineering Medicine

<br /><br />The National Academies of Sciences, Engineering, and Medicine provide independent, objective advice to inform policy with evidence, spark progress and innovation, and confront challenging issues for the benefit of society. We marshal knowledge and expertise across disciplines to study complex and sometimes contentious issues, reach consensus based on the evidence, and identify the best path forward.

keywords: the board,the opportunity,project administration,event planning and management,basic research activities,contracts and reimbursement,publications,communication, dissemination, and information mgmt,mentorship and staff development,education,experience,knowledge, skills, and abilities,collaboration,communication,leadership

Part time

Overview: <strong>Req. No.: R0001533<br /><br />ABOUT THE NATIONAL ACADEMY OF MEDICINE (NAM)</strong><br />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. 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&rsquo;s mission is to improve health for all by advancing science, accelerating health equity, and providing independent, authoritative, and trusted advice nationally and globally.<br /><br /><br /><strong>ABOUT THE UNIT- HEALTH POLICY FELLOWSHIPS AND LEADERSHIP PROGRAMS</strong><br />As part of the NAM&rsquo;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. <br /><br />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. <br /><br /><strong>ABOUT THE POSITION</strong><br />Given the recent growth of a few of these programs &ndash; namely the NAM Fellowships for Health Science Scholars and the NAM Scholars in Diagnostic Excellence, the HPFLP office is seeking a Part Time Senior Program Assistant who will play a vital role in supporting its effort to develop a cadre of leaders to improve health for all&mdash;nationally and globally. <br /><br />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 (as restrictions allow) 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. <br /><br />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.
Responsibilities: <p><strong>ESSENTIAL JOB DUTIES:</strong></p> <ul> <li>Administrative: Performs routine and complex clerical and administrative tasks including word processing, copying, filing, answering and screening calls, coordinating schedules, maintaining calendars, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, and updates records, databases (e.g., attendee lists, worksheets for travelers), and files.&nbsp; Assembles and reproduces agenda books and briefing materials. Provides administrative support for meetings. Assists in detailed scheduling activities across the programs.</li> <li>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.</li> <li>Basic research activities: Conducts or helps with literature searches for staff and committee members, and/or interfaces with library staff. Gathers and tracks references to help assemble workshop readings and other program-related materials. May participate in other research efforts as needed.</li> <li>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 Office of Finance and Administration.</li> <li>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.</li> <li>Communication, dissemination, and information management: Responds to inquiries and follows up on communications. 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.</li> <li>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.</li> </ul> <br /> <p><strong>NONESSENTIAL JOB DUTIES:</strong></p> <ul> <li> <p>Related duties and special projects as assigned.</p> </li> </ul>
Requirements: <p><strong>Required Knowledge, Skills, and Abilities</strong>: 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 judgment and decision with supervisory consultation or by following procedures. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication.</p> <p><strong>Minimum Education/Training Requirements:</strong>&nbsp;High school diploma, GED, or equivalent knowledge.</p> <p><strong>Minimum Experience:</strong>&nbsp;Four years of related experience in an office environment or educational equivalent.</p> <p><strong>Physical Capabilities:&nbsp;</strong>Ability to work at a computer for extended periods of time. Ability to travel.</p> <p><strong>Required Licenses, Certification or Registration:&nbsp;</strong>None.</p> <p><strong>Preferred Knowledge, Skills, and Abilities</strong>: Experience with website management/maintenance, CRM/ARM software, and social media platforms.</p> <p><strong>Supervisory Responsibilities/Controls:&nbsp;</strong>Reports to Program Officer. Supervisor is available to organize work, set objectives, and assist in problem resolution.</p>