Senior Program Assistant - Board on Health Sciences Policy
The Health and Medicine Division (HMD) is a division of the National Academies of Sciences, Engineering, and Medicine (The National Academies). HMD's aim is to help those in government and the private sector make informed health decisions by providing evidence upon which they can rely. HMD previously was the Institute of Medicine (IOM) program unit of the National Academies. On March 15, 2016, the division was renamed HMD, building on the heritage of the IOM's work in medicine while emphasizing its increased focus on a wider range of health matters.
ABOUT THE BOARD
The Board on Health Sciences Policy oversees and guides a program of activities that is intended to encourage and sustain the continuous vigor of the basic biomedical and clinical research enterprises needed to ensure and improve the health and resilience of the public. In conducting these activities, consideration is given to the ethical, legal, and social contexts of scientific and technologic advances and to the balance between scientific opportunities and public needs. The goals of the Board on Health Sciences Policy are to:
◾Foster the emerging fields of research in the health and biomedical sciences;
◾Strengthen the role of science in policy and decision-making;
◾Promote and improve the education of health and research professionals and of the general public;
◾Ensure an adequate workforce in biomedical and clinical research;
◾Strengthen the preparedness, resilience, and sustainability of communities; and
◾Address issues in biomedical ethics.
Performs complex clerical and administrative duties for assigned program(s) or project(s) under minimal supervision. Coordinates logistical and administrative aspects of meetings. Writes, edits, and formats routine correspondence. Interfaces with committee members and performs duties involving committee activities. Plans administrative aspects of unit and committee, forum, and other types of meeting. May participate in research efforts including collection, assembly, and tabulation of data, as well as researching and summarizing literature. May guide work of program assistants and temporary staff.
Under minimal supervision, primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables to determine proper course of action. Secondary function may involve basic research activities. Uses pre-determined guidelines to assist in decision-making. Incumbent may lead and provide functional guidance to lower level support employees.
ESSENTIAL JOB DUTIES:
1. Performs routine and complex clerical and administrative tasks including word processing, copying, faxing, filing, answering and screening calls, writing and editing correspondence, and compiling and coordinating mailings. Creates, maintains, and updates records, databases, and files. May serve as timesheet coordinator.
2. Coordinates logistical arrangements for committee meetings, forums, workshops, etc. Assembles and reproduces agenda books and briefing materials. Provides administrative support for meetings. Coordinates travel and lodging arrangements. Selects menu and arranges for support services. Registers attendees. Provides assistance at meetings and resolves issues.
3. Performs basic research activities, including literature searches for staff and committee members. Gathers references. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.
4. Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures.
5. Inputs edits and proofreads reports. Formats text and publications. Coordinates with printers/publishers to have materials printed.
6. Responds to inquiries and follows-up on communications. Communicates with members, sponsors, or other external customers, answering questions and providing information.
7. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.
8. Attends meetings, training classes, and workshops.
9. Mentors and trains new support staff. Coordinates temporary help and may supervise work of temporary staff.
10. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.
11. Where applicable, updates and maintains web pages.
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.
Minimum Education/Training Requirements: High School Diploma, GED, or equivalent knowledge.
Minimum Experience: Four years of related experience.
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 program coordinator/officer/director. Supervisor is available to organize work, set objectives, and to assist in problem resolution.
Work Environment: Office environment, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations.
Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.