Senior Program Assistant - National Academy of Medicine

Washington D.C.
Oct 26, 2018
Nov 20, 2018
Full Time
Job Description Summary:
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 National Academy of Medicine works to address critical issues in health and medicine, and inspire positive actions to improve human life.

The National Academy of Medicine's Leadership Consortium for a Value & Science-Driven Health System provides a trusted venue for national leaders in health care to work cooperatively toward their common commitment to effective, innovative health care that consistently adds value to patients and society. Members working together to address these problems represent the leadership from core stakeholder communities, including clinicians, patients, health care organizations, employers, manufacturers, insurers, health information technology, researchers, and policy makers

The Senior Program Assistant 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. Uses pre-determined guidelines to assist in decision-making. Interfaces with committee members and performs duties involving committee activities. Plans administrative aspects of unit and committee, forum, and other types of meeting. Participates 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.

The Senior Program Assistant must have a keen strategic sense, excellent interpersonal instincts, exceptional writing skills, knowledge of the current issues in the field of health policy in general, including strong related analytic and organizational capabilities and experience. The Senior Program Assistant will work closely with the executive director, the deputy director, senior program officers, research associates, and other staff to organize, develop and facilitate ongoing Consortium activities and meetings.
Job Description:

The successful candidate will have:

  • Passion for the National Academy of Medicine's mission and strong sense of commitment to the Leadership Consortium's vision
  • An appreciation that all tasks are crucial to an organization's success
  • The ability to operate under limited supervision and with teams
  • Keen intelligence and problem solving abilities
  • A great spirit,  sense of humor, and positive attitude
  • Quick turnaround as well as attention to detail
  • Facility in conceptualizing, structuring, and managing multiple tasks


1. Coordinates logistical arrangements for meetings. 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.

2. Performs basic research activities, including literature searches for staff and Leadership Consortium members. Gathers references. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.

3. Inputs edits and proofreads publications (e.g., meeting summaries, white papers). Formats text and publications. Coordinates with printers/publishers to have materials printed. Where applicable, assists in the dissemination of publications.

4. Responds to inquiries and follows-up on communications. Communicates with members, sponsors, or other external customers, answers questions and provides information.

5. Attends meetings and training classes.

6. Oversees the logistics of ongoing work-groups and planning committees (e.g. scheduling of calls, interacting with participants).

7. Performs 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.

8. Prepares vouchers and reviews and processes travel expense reports.

9. Performs administrative-related Federal Advisory Committee Act (FACA) compliance tasks.

10. Mentors and trains new support staff. Coordinates temporary help and may supervise work of temporary staff.

11. May update and maintain web pages.


Related duties as required.

Special projects as assigned.


Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office Suite. 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 Academies' departments through effective communication. Good written, verbal, 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.

Employee Type:EmployeeScheduled Weekly Hours:37.5City/State:Washington, District of Columbia

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