NAM Senior Program Assistant - Health Policy Fellowships and Leadership Programs

Job Description Summary:

*Cover Letter Required*

About the National Academy of Medicine (NAM)
The National Academy of Medicine (NAM), established in 1970 under the name Institute of Medicine (IOM), is an independent organization of eminent professionals from diverse fields including health and medicine; the natural, social, and behavioral sciences; and beyond. With the authority of the 1863 Congressional Charter of the National Academy of Sciences requested and signed by President Abraham Lincoln, the NAM serves alongside the National Academy of Sciences and the National Academy of Engineering as adviser to the nation and the international community. The NAM’s mission is to advance science, inform policy, and catalyze action to achieve human health, equity, and well-being.

About the Program
As part of the NAM’s commitment to building leadership capacity across diverse disciplines to shape the future of health and medicine, the Health Policy Fellowships and Leadership Programs (HPFLP) office administers a portfolio of highly regarded programs.

These programs offer unique learning opportunities for exceptional early- and mid-career professionals to enhance their knowledge and skills; expand their networks of leaders in health and medicine; contribute their expertise to help shape sound, evidence-based policies; and accelerate their career development.

About the Position
Given the recent growth of the Health Policy Fellowships and Leadership Program’s portfolio – namely the NAM Fellowship in Global Women’s Health Research (GWHR) and the State Health Policy Fellowship (SHPF) program, the HPFLP office is seeking a Senior Program Assistant who will play a vital role in supporting its effort to develop a cadre of leaders to improve health for all—nationally and globally. The GWHR Fellowship will involve cohorts of 20 international fellows per year (selected from sub-Saharan Africa for the first two years). Fellows will engage in in-person (both in-region and US-based) and virtual educational experiences. The SHPF will engage state-based policy fellows in in-person (DC and in participating states) and virtual educational program as coordinating policy placements. Due to the nature of these programs, the position will provide significant support of domestic and international travel.

Under minimal supervision, the Senior Program Assistant will coordinate and perform complex logistical and administrative aspects of the assigned programs. Incumbent will write, edit, and format routine correspondence; plan online and in-person meetings; interface with fellows and scholars, committee members, sponsors, and others at all levels; and assist in the application/nomination and selection processes of the programs. Incumbent will also maintain and manage program websites/webpages, database, and records.

This role requires strong organizational skills and a high level of flexibility, as well as the ability to prioritize amongst many deliverables. Successful candidates will be self-starters who proactively take initiative and can work independently to help ensure that the programs run smoothly and efficiently.

Job Description:

ESSENTIAL JOB DUTIES:

1. Administrative Support: Performs routine and complex clerical and administrative tasks including but not limited to detailed scheduling activities, writing and editing correspondence, compiling and coordinating mailings; taking meeting notes, and facilitating follow-up actions. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists. Assists in detailed scheduling activities across the programs.

2. Event Planning and Management: Coordinates logistical arrangements for internal and external meetings and workshops, webinars, and web-based meetings. Coordinates travel and lodging arrangements. Selects menu and arranges for support services, including audiovisual and transcription. Produces meeting materials and manages registrations. Provides assistance at meetings and resolves issues.

3. Research Support: May perform basic research activities, including gathering citations and performing literature searches for staff and committee members. May participate in other research efforts including collection, assembly, and tabulation of data and summarizing literature.

4. Contracts and Reimbursement: Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures. Prepares documentation for contracts with writers and consultants, with guidance from the NAM Finance Department.

5. Publications: Inputs edits and proofreads reports, documents, and other correspondence with guidance. Formats text and sends draf