NAM Climate Grand Challenge - Program Specialist

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Keck Center

National Academies of Sciences Engineering Medicine

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Full time

Overview: <strong>Req. No.: R0001642</strong><br /><br /><strong>About the National Academy of Medicine</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 />About the NAM Grand Challenge on Climate Change, Human Health, and Equity (&ldquo;Climate Grand Challenge&rdquo;)<br />The Climate Grand Challenge is a recently launched, multi-year strategic initiative to improve and protect human health, well-being, and equity by working to transform systems that both contribute to and are impacted by climate change. The Climate Grand Challenge has four strategic objectives: 1) Catalyze the health sector to reduce its climate footprint and ensure its resilience; 2) Develop a roadmap report for systems transformation; 3) Accelerate research and innovation at the intersection of climate, health and equity; and 4) Communicate the climate crisis as a public health and equity crisis. Across these objectives, the initiative has multiple programs and projects, some of which are underway and others are to be launched. <br /><br /><strong>About the Position</strong><br />The NAM seeks a highly motivated and skilled Program Specialist to support the administrative needs of the programs and projects under the Climate Grand Challenge. At least initially, the Program Specialist will provide complex administrative and clerical support for the NAM Action Collaborative on Decarbonizing the U.S. Health Sector, and a forthcoming Climate Communities Network, while supporting more ad hoc administrative needs of other programs under the Grand Challenge, as they launch.<br /><br />Under minimal supervision, the Program Specialist will be responsible for executing the administrative, logistical, and clerical operations of programs under the Climate Grand Challenge. Key responsibilities and functions will include: logistics planning and coordination for virtual and in-person meetings/workshops related to the program; recordkeeping and maintaining databases; developing routine internal and external correspondence; communicating and coordinating across internal and external colleagues and committee members. Depending on the level of interest, the Program Specialist may support research tasks including collection, assembly, and tabulation of data, as well as researching and summarizing literature. <br /><br />The successful candidate will be a proactive, detail-oriented administrative professional, who actively seeks opportunities and proposes solutions; has the ability to exercise good judgment in a variety of complex situations, with strong written and verbal communication and organizational skills; is able to effectively balance multiple priorities; and enjoys working within an entrepreneurial environment that is results- and mission-driven.
Responsibilities: <p><strong>ESSENTIAL JOB DUTIES:</strong></p> <ul> <li><strong>Administrative Support</strong>: 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 facilitates 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.</li> <li><strong>Event Planning and Management</strong>: Coordinates and executes logistical arrangements for internal and external meetings, workshops, and symposia in both virtual and in-person settings. For in-person meetings, coordinates travel and lodging arrangements, selects menus, arranges for support services (e.g. AV), and registers attendees. For virtual meetings, organizes and sets-up virtual meeting platform (e.g. Zoom) according to the needs of the meeting, and coordinates with participants. Whether virtual or in-person, provides assistance at meetings and resolves issues. Assembles meeting materials and briefing books and distributes to meeting participants in advance of meeting. Coordinates and executes post-meeting tasks, such as preparing vouchers, reviewing and processing travel expense reports in compliance with applicable policies and procedures.</li> <li><strong>Communication, Dissemination, and Information Management: </strong>Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists, and coordinates website updates. Responds to inquiries and follows-up on communications. Communicates with members, sponsors, or other external customers, answering questions and providing information.</li> <li><strong>Publications: </strong>May assist with formatting, editing, and proofreading publications, as well as coordinating with printers/publishers to have materials printed.</li> <li><strong>Research Support: </strong>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.</li> <li><strong>Staff Development: </strong>Mentors and trains new support staff. Coordinates temporary help and may supervise work of temporary staff. Attends meetings, training classes, and workshops relevant to position.</li> </ul> <p>&nbsp;</p> <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>: Proficiency in Microsoft Office Suite. Ability to plan and support extensive meeting activities. 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.</p> <p>Strong communication and interpersonal skills with a proven ability to effectively interact with all levels of employees.</p> <p><strong>Minimum Education/Training Requirements:</strong>&nbsp;High School Diploma, GED, or equivalent</p> <p>knowledge.</p> <p><strong>Minimum Experience:</strong>&nbsp;Four years of related experience.</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>Supervisory Responsibilities/Controls:&nbsp;</strong>Reports to program coordinator/officer/director. Supervisor is available to organize work, set objectives, and to assist in problem resolution.</p>