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Senior Program Assistant - Health Policy Fellowships and Leadership Programs

Company: The National Academies
Location: Washington
Posted on: June 13, 2021

Job Description:

Job Description Summary:

As part of the National Academy of Medicine's (NAM) commitment to building leadership capacity across diverse disciplines to shape the future of health and medicine, the Office of Health Policy Fellowships and Leadership Programs (HPFLP) administers a portfolio of highly regarded programs including: The Robert Wood Johnson Foundation (RWJF) Health Policy Fellows Program, the NAM Fellowships for Health Science Scholars, the NAM Distinguished Nurse Scholar-in-Residence, the NAM Scholars in Diagnostic Excellence and two International Fellowships in Global Health Leadership and International Health Policy.

The HPFLP team helps empower subject matter experts and experienced professionals to become the next generation of leaders and influencers in health, health care, and health policy, and the Senior Program Assistant (SPA) plays a pivotal role in supporting these exemplary fellows and scholars. The SPA, under minimal supervision, will coordinate complex logistical and administrative aspects of online and in-person (as restrictions allow) meetings and will write, edit and format routine correspondence. The incumbent will also participate in the content development and design of communications, newsletters, presentations, social media posts, and websites. He or she will also interface with program alumni and program briefers, and will manage the HPFLP team's robust database.

This role requires flexibility and the ability to multi-task and prioritize amongst many deliverables. In short, the Senior Program Assistant (SPA) will help ensure the team's activities run smoothly and efficiently across a variety of events, outreach efforts and administrative tasks.

The SPA 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 meetings. 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.

Job Description:

JOB SUMMARY:

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. Assists in detailed scheduling activities across programs. Creates, maintains, and updates records, databases, and files.

  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. 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, documents, and other correspondence.

  6. Responds to inquiries and follows-up on communications. Communicates with members, sponsors, or other external stakeholders, answering questions and providing information.

  7. Attends meetings, training classes, and workshops.

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

  9. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.

  10. Where applicable, updates and maintains web pages.

NONESSENTIAL JOB DUTIES:

  • Related duties and special projects as assigned.

JOB SPECIFICATIONS:

Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office and Google Suites. Ability to plan and support extensive meeting activities. Ability to make sound judgment and decision with supervisory consultation or by following procedures. Ability to prioritize work and the flexibility to change directions as the job dictates. Experience managing multiple tasks, coordinating activities in multiple locations, acting decisively in daily work, and working well in a multi-cultural team environment. 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. Ability to treat confidential information with appropriate discretion. Excellent written and verbal communication and interpersonal skills. Strong leadership, critical thinking skills, flexibility, initiative, and a proven ability to work with all employees efficiently and effectively. Ability to coordinate and manage complex logistics related to meetings, conferences, and other special events. Experience with website management/maintenance, CRM/ARM software, online learning platforms/tools, and social media a plus.

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.

Equal Opportunity Employer:

It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.

Employee Type:

Employee

Scheduled Weekly Hours:

37.5

City/State:

Washington, District of Columbia

Keywords: The National Academies, Washington DC , Senior Program Assistant - Health Policy Fellowships and Leadership Programs, Other , Washington, DC

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