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
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
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.
ESSENTIAL JOB DUTIES:
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.
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.
Performs basic research activities. May participate in other
research efforts including collection, assembly, and tabulation of
data and summarizing literature.
Prepares vouchers and reviews and processes travel expense
reports in compliance with applicable policies and procedures.
Inputs edits and proofreads reports, documents, and other
Responds to inquiries and follows-up on communications.
Communicates with members, sponsors, or other external
stakeholders, answering questions and providing information.
Attends meetings, training classes, and workshops.
Mentors and trains new support staff. Coordinates temporary help
and may supervise work of temporary staff.
Updates applicable databases and systems on a timely basis and
ensures documents and files are accurately maintained and archived.
Maintains email and distribution lists.
- Where applicable, updates and maintains web pages.
NONESSENTIAL JOB DUTIES:
- Related duties and special projects as assigned.
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
Any qualification to be considered equivalent, in lieu of stated
minimum, requires the prior approval of the Office of Human
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.
Scheduled Weekly Hours:
Washington, District of Columbia