Senior Program Assistant - Health Policy Educational Programs and Fellowships
The National Academies of Sciences, Engineering, and Medicine (“the National Academies”) are private, nonprofit institutions that provide expert advice on some of the most pressing challenges facing the nation and the world. Our work helps shape sound policies, inform public opinion, and advance the pursuit of science, engineering, and medicine. The Academies bring together leaders from academia, industry, government and other sectors to provide cogent, unbiased advice to the government and citizens of the United States.
The National Academy of Medicine (NAM), established in 1970 under the name Institute of Medicine, is an independent organization of eminent professionals from health and medicine; the natural, social, and behavioral sciences; and other fields. Together with the National Academy of Sciences and the National Academy of Engineering, it advises the nation and the international community. Through its domestic and global initiatives, the NAM works to address critical issues in health, medicine, and related policy and inspire positive action across sectors. The NAM collaborates closely with its peer academies and other divisions within the National Academies of Sciences, Engineering, and Medicine.
The NAM Health Policy Educational Programs and Fellowships (HPEPF) office serves as the program office for four national health policy fellowship and scholar programs: the FDA Tobacco Regulatory Science Fellowship; the Distinguished Nurse Scholar-in-Residence; the NAM Fellows; and the Robert Wood Johnson Foundation Health Policy Fellows.
The Senior Program Assistant (SPA) will support the administration and management of the four national health policy fellowship and scholar programs listed above with opportunity for increasing responsibility. The SPA performs complex administrative and accounting duties for assigned program(s)/project(s) under minimal supervision, such as planning and coordinating logistical and administrative aspects of meetings; preparing, reviewing, and processing invoices and reimbursements; writing, editing, and formatting routine correspondence and documents; interfacing with fellows, scholars, board members, speakers, and sponsors; performing duties involving the review and selection of applicants, such as managing the online application and review system; creating, maintaining, and updating records, databases, and file; and organizing administrative aspects of a project, including the development of filing systems and procedures. The SPA may participate in research efforts including collection, assembly, and tabulation of data, as well as researching and summarizing literature. The SPA may also guide work of temporary staff. Under direction, the SPA may enter edits in draft reports and/or format newsletters and/or other program/project materials.
Under minimal supervision, the primary function is the performance of administrative and accounting tasks requiring the consideration of multiple variables to determine proper course of action. Incumbent uses pre-determined guidelines to assist in decision-making; identifies and solves problems independently or with supervisory consultation; works successfully in a team environment and independently with minimal supervision; coordinates administrative tasks and extensive meeting activities; and changes directions as the job dictates. May lead and provide functional guidance to more junior level support employees and temporary staff.
ESSENTIAL JOB DUTIES:
1. Performs many of the broad range of daily tasks and activities, which includes fielding general inquiries about the HPEPF programs, answering and screening calls, writing and editing correspondence, compiling and coordinating mailing, word processing, copying, faxing, and filing.
2. Schedules speakers, meetings, leadership development activities, and other program-related events. Coordinates logistical arrangements for committee meetings, fellows' orientation, program-related travels, and other program-related events. Assembles and reproduces agenda books and meeting materials. Provides administrative support for meetings and resolves issues. Coordinates travel and lodging arrangements. Arranges catering and supporting services for meetings. Registers attendees. Performs close-out activities when meetings have concluded.
3. Prepares, reviews, and processes invoice vouchers as well as travel expense reports in compliance with applicable policies and procedures. Tracks and documents expenses. Reconciles monthly expenses in conjunction with the financial staff. Assists in preparing financial documents for submission to sponsors.
4. Inputs edits and proofreads documents. Formats text and publications. Coordinates with printers/publishers to have materials printed.
5. Responds to inquiries and follows up on communications in a timely manner. Communicates with members, sponsors, or other external individuals. Answers questions and provides information.
6. Maintains and updates program websites. Maintains and manages the online application/nomination and review sites.
7. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.
8. Attends meetings, training classes, and workshops.
9. Updates applicable databases and systems on a timely manner to ensure that documents and files are accurately maintained and archived. Maintains email and distribution lists.
10. Mentors and trains new support staff. Coordinates temporary help and may supervise work of temporary staff.
11. May perform basic subject-oriented literature searches for staff and committee members and gather references. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: 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. Good communication and interpersonal skills with a proven ability to effectively interact with all levels of employees.
PREFERRED QUALIFICATIONS: Attention to details, accuracy, and thoroughness. Ability to make sound judgments independently. Knowledge of and experience in web content management and social media tools.
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