Program Coordinator - NAM President's Office
The National Academy of Medicine (NAM) was established in 1970 (as the Institute of Medicine) and is an independent organization of eminent professionals from health and medicine; the natural, social, and behavioral sciences; and other fields. Through its domestic and global initiatives, the National Academy of Medicine works to facilitate and catalyze progress on critical issues in health, health care, and biomedical science.
The NAM works together with the National Academy of Sciences and the National Academy of Engineering as the National Academies of Sciences, Engineering, and Medicine to provide independent, objective analysis and advice to the nation and conduct other activities to solve complex problems and inform public policy decisions. The National Academies also encourage education and research, recognize outstanding contributions to knowledge, and increase public understanding in matters of science, engineering, and medicine.
The Program Coordinator will be working across the Innovation to Incubation program, Culture of Health program, Longevity prize program, and other projects in the President's Office as needed.
Coordinates and oversees the work of support staff handling clerical, administrative, and logistical aspects of meetings. Provides work direction and assists with the daily supervision of support staff and temporary help, ensuring administrative responsibilities are successfully carried out through subordinate staff. Compiles and summarizes information for the development/revision of a variety of documents. Participates in research efforts. Serves as liaison between program or board and related external customers, members, sponsors, and organizations on clerical and administrative matters.
Incumbent coordinates the work of subordinate staff to successfully provide administrative support for programs. Proceeds on own initiative in compliance with policies, procedures, and practices, but receives guidance or expertise from supervisor or higher-level staff when needed. Provides guidance and work direction to subordinate employees. Incumbent may establish processes/procedures to ensure the effective and efficient operation of routine clerical and administrative functions. Job typically found only in large boards or units requiring multiple levels of clerical and administrative staff (e.g., Program Assistants & Senior Program Assistants).
ESSENTIAL JOB DUTIES:
1. Organizes and coordinates overall administrative facets of programs/projects, including identifying workflow needs, developing procedures and recordkeeping systems, and ensuring administrative aspects of programs/projects are successfully executed.
2. Oversees program support employees in handling logistical arrangements for meetings, including compilation and production of agenda books and briefing materials, coordination of travel and lodging arrangements, and selection of venue, menu, and support services. Invites presenters and participants. Oversees support and administrative activities during meetings, including providing assistance and resolving issues. Prepares written summaries.
3. Supervises and serves as mentor and resource to support staff. Assigns tasks, provides work direction, and offers guidance and feedback to support staff. Supervises temporary employees. Interprets and ensures consistent application of organizational policies.
4. Communicates with committee, forum, and workshop members and other external program or project contacts. Facilitates the flow of information among members, consultants, program or project sponsors, and staff. Researches and responds to inquiries from staff, members, sponsors, etc.
5. Performs literature searches. Gathers references. Participates in research efforts including collection, assembly, and tabulation of data and summarizing literature.
6. Compiles and summarizes information for the development/revision of a variety of documents. Performs administrative tasks including writing and editing correspondence, coordinating mailings, and creating and maintaining records and databases. May serve as Timesheet Coordinator.
7. Provides assistance to senior staff in the response to review and participates in dissemination activities.
8. Formats text and publications and enters revisions into text. Collaborates with printers/publishers on the publication and distribution of materials.
9. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks and ensures administrative activities are in compliance.
10. Performs financial tasks related to assigned programs/projects. Prepares vouchers and reviews and approves travel expense reports. Tracks and monitors spending.
11. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.
12. Updates and maintains web pages and prepares newsletters and other promotional materials.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Proficiency in Microsoft Office Suite. Ability to plan and support extensive meeting activities. Ability to provide work direction and lead others in the successful execution of administrative tasks. Ability to solve intellectual problems using some latitude for independent judgment and discretion and the initiative to ensure administrative tasks are accomplished. 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. Excellent communication and interpersonal skills with a proven ability to effectively interact with all levels of employees.
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