Administrative Assistant - Office of 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 (IOM), is an independent organization of eminent professionals from diverse fields including health and medicine; the natural, social, and behavioral sciences; and beyond. It serves alongside the National Academy of Sciences and the National Academy of Engineering as adviser to 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 academic and other divisions within the National Academies of Sciences, Engineering, and Medicine.
The NAM Office of Health Policy Educational Programs and Fellowships (HPEPF) 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 Fellowship; and the Robert Wood Johnson Foundation Health Policy Fellows.
The primary function of the Administrative Assistant (AA) is to provide the general administrative and staff support for the HPEPF unit and director, which requires continuous use of detailed knowledge of organizational operations, procedures, and staff. Under general supervision; the AA administers projects and/or processes specific to the HPEPF office; oversees meeting and travel arrangements; serves as the primary support staff member for the administrative activities; prepares reports and statistics; serves as the administrative liaison to both internal and external individuals; prepares meeting- and project-related materials; assists in budget preparation or control activities; and maintains records, databases, and files. The AA also establishes and sustains processes and/or procedures to ensure the effective and efficient operation of routine support functions. The AA may lead and mentor support employees and temporary staff.
ESSENTIAL JOB DUTIES:
1. Performs a variety of advanced office tasks, which include writing and editing correspondence, maintaining HPEPF office and director's calendars, arranging conference calls, and opening, sorting, and responding to mail. Creates, maintains, and updates records, databases, and files.
2. Plans and coordinates travel, lodging, and other logistics for meetings. Coordinates meeting space, equipment, and catering needs. Prepares meeting materials. Prepares documents to support HPEPF activities.
3. Prepares and processes invoices, purchase orders, and expense reports in compliance with applicable policies and procedures. Monitors and tracks expenditures for budget process. Interfaces with staff on issues relating to project activity numbers and related charges, proposals, monthly reports, and invoices. Coordinates and tracks consultant agreements, sub contracts, and proposals. May run reports using PeopleSoft. May assist in administering fellowship grants and stipends.
4. Maintains direct knowledge of institutional policies and procedures affecting the HPEPF's work, and ensures assignments are carried out in accordance with these policies and procedures. Serves as a resource on National Academies' policies, procedures, and practices. Serves as the point-of-contact for HPEPF.
5. Researches and compiles information and prepares reports for special projects.
6. Coordinates personnel, information technology, telecommunication, and/or staff development needs for HPEPF. Serves as time and attendance coordinator.
7. Mentors and trains new support staff. Coordinates work-flow for support staff in HPEPF. Coordinates temporary help and may supervise temporary staff.
8. May update and maintain HPEPF's web and intranet pages. May assist in maintaining and managing the online application/nomination and review sites.
9. May perform administrative-related Federal Advisory Committee Act (FACA) compliance tasks.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Attention to details, accuracy, and thoroughness. Ability to prioritize work and remain flexible to change directions as the job dictates. Excellent written, verbal, and interpersonal skills with a proven ability to effectively interact and communicate with all levels of internal staff and external contacts. Ability to work successfully in a team environment and independently with general supervision. Experience working in complex environments with a high degree of organizational effectiveness. Ability to solve problems using selection and application of extensive procedures, precedents, and policies. Ability to operate with some latitude for independent judgment and action.
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