Senior Program Assistant - Culture of Health Program National Academy of Medicin

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.

Keck Center

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.

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Full time

Overview: <strong>Req. No.: R0001840</strong><br /><br /><strong>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 /><strong>About the Program</strong><br />The Culture of Health Program is a multiyear collaborative effort to identify strategies to create and sustain conditions that support equitable good health for everyone in America; with a specific focus on building the evidence to support changes in policies and systems that aid in dismantling structural racism and lead to more equitable health outcomes for populations made vulnerable and marginalized.<br /> <br />The program has four goals that build upon and reinforce each other:<br /> <ul> <li>Lead: Build, inform, and elevate the evidence base, including evidence from the lived experience of health inequity</li> <li>Translate: Communicate the evidence in a timely and culturally informed manner</li> <li>Engage: Integrate actors, working at every level of the government, in communities, and across disciplines, into the mission of the Program.</li> <li>Sustain: Transform culture and create a shared value system to advance health equity</li> </ul> <strong>About the Position</strong><br />The NAM seeks a highly motivated and skilled Senior Program Assistant (SPA) to support the administrative needs of the Culture of Health program. The SPA will provide complex administrative and clerical support to the Culture of Health Program. <br /><br />Under minimal supervision, the SPA will be responsible for executing the administrative, logistical, and clerical operations of programs under the Culture of Health Program. 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. The SPA may support research tasks including collection, assembly, and tabulation of data, as well as researching and summarizing literature as assigned.<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: <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> <p>Related duties and special projects as assigned.</p>
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. 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> High School Diploma, GED, or equivalent knowledge.</p> <p><strong>Minimum Experience:</strong> Four years of related professional experience.</p> <p><strong>Preferred Education and Experience: </strong>Bachelor&rsquo;s degree in a related field or equivalent knowledge. Graphic design or data visualization experience.</p> <p><strong>Physical Capabilities: </strong>Ability to work at a computer for extended periods of time. Ability to travel.</p> <p><strong>Required Licenses, Certification or Registration:</strong> None.</p> <p><strong>Supervisory Responsibilities/Controls:</strong> Reports to program officer/director. Supervisor is available to organize work, set objectives, and to assist in problem resolution.</p>