NAM Senior Program Assistant

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. https://www.nationalacademies.org/

keywords: about the national academy of medicine,about the programs,about the position,administrative,event planning and management,communication, dissemination & information,publications,research support,required knowledge, skills, and abilities,minimum education/training requirements,minimum experience,physical capabilities,compensation,work environment

Full time

$23.04 - $28.79 per hour

Overview: **PLEASE NOTE THAT A COVER LETTER IS REQUIRED FOR CONSIDERATION.<br /><br />About the National Academy of Medicine<br /><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. 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&rsquo;s mission is to advance science, inform policy, and catalyze action to achieve human health, equity, and well-being. <br /><br />About the Programs<br /><br />The NAM Grand Challenge on Climate Change, Human Health, and Equity (Climate Grand Challenge) is a 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 five 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; 4) Communicate the climate crisis as a public health and equity crisis, and 5) Reduce climate-related health inequities. Across these objectives, the initiative has multiple programs and projects, some of which are underway, and others are to be launched. <br /><br />The Healthy Longevity Global Grand Challenge (Longevity Prize), founded by the National Academy of Medicine, is a worldwide movement to improve physical, mental, and social well-being for people as they age. The initiative aims to: 1) comprehensively address the challenges and opportunities presented by global population aging; 2) catalyze breakthrough ideas and research that will extend the human health span; 3) generate transformative and scalable innovations worldwide; and 4) build a broad ecosystem of support by enabling scientists, engineers, innovators, entrepreneurs, health leaders, policy makers, and the public to work together to achieve the promise of healthy longevity.<br /><br />About the Position<br /><br />The NAM seeks a highly motivated and skilled Senior Program Assistant (SPA) to provide complex administrative, logistical, and clerical support for multiple program teams across the NAM. In this role, the SPA will be responsible for planning and coordinating virtual and in-person meetings and workshops; communicating and coordinating across internal units and external stakeholders; developing routine internal and external correspondence; and organizing applicant and awardee information for one or more of the programs. Depending on the level of need and interest, the SPA 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 proactive, organized, and detail-oriented and bring strong administrative, logistical, and event management skills to support collaborative interactions with senior leaders and leading experts across many fields and disciplines. In addition, this person will enjoy working within an entrepreneurial environment that is results- and mission-driven.
Responsibilities: <p><strong>1. Administrative</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 facilitating follow-up actions; and managing award disbursement processes. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists. Recommends and implements improvements to administrative processes, where appropriate.</p> <p><strong>2. Event Planning and Management</strong>: Coordinates and executes logistical arrangements for internal and external meetings and workshops in both virtual and in-person settings. In-person convenings will be a combination of domestic and international. 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.</p> <p><strong>3. 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 supports website updates (e.g., developing profiles of global award winners). Responds to inquiries and follows-up on communications in a timely manner. Communicates with various domestic and international stakeholders (e.g., members, sponsors, or other external customers), answering questions and providing information.</p> <p><strong>4. Publications: </strong>May assist with formatting, editing, and proofreading publications, as well as coordinating with printers/publishers to have materials printed.</p> <p><strong>5. 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.<br /><br /></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 tasks 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 across departments through effective communication. Strong communication and interpersonal skills with a proven ability to effectively interact with all levels of employees and external stakeholders both domestic and international.</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.</p> <p><strong>Physical Capabilities:&nbsp;</strong>Ability to work at a computer for extended periods of time. Ability to travel domestically and internationally.</p> <p><strong>Required Licenses, Certification or Registration:&nbsp;</strong>None.</p> <p><strong>Supervisory Responsibilities/Controls:&nbsp;</strong>Reports to Senior Program Officer. Supervisor is available to organize work, set objectives, and to assist in problem resolution.</p> <p><strong>Compensation Range:</strong> 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. Compensation offered to the selected candidate will be based on the candidate&rsquo;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.</p> <p><strong>Work Environment: </strong>Hybrid Office/Telecommute environment, expected onsite percentage 40% (Wednesday and Thursday), for at least the first several months, after which time you can discuss your onsite schedule with your supervisor. Occasional travel between National Academies&rsquo; facilities and to off-site meeting/sponsor locations.<br />&nbsp;</p> <p><strong>The National Academies&rsquo; Statement on Diversity and Inclusion:<br /></strong>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.</p> <p>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.&nbsp;&nbsp;</p> <p><strong>Equal Opportunity Employer:<br /></strong>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&nbsp; 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.&nbsp; 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.</p>