NAM Senior Program Assistant - Health Policy Fellows

Job Description Summary: 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 UNIT 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 The HPFLP team is looking for a Senior Program Assistant to play a pivotal role on the Robert Wood Johnson Health Policy Fellows Program, a program that provides that nation’s most comprehensive learning experience at the nexus of health, science, and policy in Washington, D.C. Under minimal supervision, the Senior Program Assistant coordinates complex logistical and administrative aspects of the fellowship program, including online and in-person meetings, and assists with writing, editing, and formatting routine correspondence. Collaborating with the NAM communications team, the incumbent will also participate in the content development and design of communications, newsletters, presentations, social media posts, and websites. The incumbent will interface extensively with program prospective applicants, applicants, fellows, alumni and program briefers and will manage the HPFLP team’s robust database. Successful candidates will be self-starters who proactively take initiative and can work independently. In short, the Senior Program Assistant will help ensure the team’s activities run smoothly and efficiently across a variety of events, outreach efforts and administrative tasks. The Senior Program Assistant also plays a significant role during the 3.5-month health policy orientation from September – December of each year; which includes many opportunities to interface with leaders in the health policy space. The RWJF Health Policy Fellows Program is unique in its scope and all members, including the Senior Program Assistant, have opportunities to meet, learn from and engage with Health Policy leaders across Federal Agencies and Non-Governmental Organizations. Job Description: ESSENTIAL JOB DUTIES: 1. Administrative: Performs routine and complex clerical and administrative tasks supporting the program director and deputy directors. This includes, but is not limited to detailed scheduling activities, writing and editing correspondence, calendar management/scheduling, 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 with scheduling for the program director and deputy director. 2. Event planning and management: Coordinates logistical arrangements for internal and external meetings, orientations, forums, workshops, etc. Registers attendees. Provides assistance at meetings and resolves issues. Prepares all meeting materials, including name badges, security lists, etc. Coordinates catering and AV support when necessary. Coordinates, with support from the team, yearly state visits for fellows and assists with travel processes. Maintains records of attendance for events. 3. Publications: Provides support with formatting, editing, and proofreading various materials. Formats text and sends drafts to deputy director to review for accuracy. 4. Communication, dissemination, and information management: Responds to inquiries and follows up on communications. Supports communications and outreach efforts to promote fellowships and scholar programs, including the development of electronic newsletters, social media, and website content. Updates and maintains web pages. Communicates with fellows, alumni, briefers, sponsors, or other external stakeholders, answering questions and providing information. 5. Staff development: Attends meetings, training classes, and staff development workshops to develop and hone necessary skills. NONESSENTIAL JOB DUTIES: Related duties and special projects as assigned. JOB SPECIFICATIONS: Required Knowledge, Skills, and Abilities : Proficiency in Microsoft Office Suite (including Sharepoint and Teams) and Google apps (especially Calendar, Drive, Photos, Docs, etc). 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. Good communication and interpersonal skills with an ability to effectively interact with all levels of internal and external stakeholders. Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge. Minimum Experience: Four years of related experience in an office environment. Preferred Education: Bachelor’s degree with some experience in an office environment. Preferred Knowledge, Skills, and Abilities : Experience with website management/maintenance, CRM/ARM software, and social media platforms. Physical Capabilities: Ability to work at a computer for extended periods of time. Ability to travel. Required Licenses, Certification, or Registration: None. Supervisory Responsibilities/Controls: Reports to Senior Program Officer. Supervisor is available to organize work, set objectives, and to assist in problem resolution. Compensation & Benefits: 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 is a minimum of 60% with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations. 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 does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, 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. Disclaimer The above information is intended to describe the general nature and level of work performed by employees assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. 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 Employee Type: Employee Scheduled Weekly Hours: 37.5 City/State: Washington, District of Columbia