NAM Senior Program Assistant, Health Policy Fellowships and Leadership Programs

Job Description Summary:

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 UNIT- HEALTH POLICY FELLOWSHIPS AND LEADERSHIP PROGRAMS
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
The HPFLP team is looking for a Senior Program Assistant to play a pivotal role on the Robert Wood Johnson (RWJ) Health Policy Fellows Program, a program that provides that nation’s most comprehensive learning experience at the nexus of health, science, and policy in Washington, D.C.

Under minimal supervision, the Senior Program Assistant coordinates complex logistical and administrative aspects of the fellowship program, including online and in-person meetings, and assists with writing, editing, and formatting routine correspondence. Collaborating with the NAM communications team, the incumbent will also participate in the content development and design of communications, newsletters, presentations, social media posts, and websites. The incumbent will also interface with program alumni and program briefers and will manage the HPFLP team’s robust database.

Successful candidates will be self-starters who proactively take initiative and can work independently. In short, the Senior Program Assistant will help ensure the team’s activities run smoothly and efficiently across a variety of events, outreach efforts and administrative tasks.

The RWJ Health Policy Fellows Program is unique in its scope and all members, including the Senior Program Assistant, have opportunities to meet, learn from and engage with Health Policy leaders across Federal Agencies and Non-Governmental Organizations.

Job Description:

ESSENTIAL JOB DUTIES:

1. Administrative: 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 with scheduling for the program director and deputy director.

2. Event planning and management: Coordinates logistical arrangements for internal and external meetings, orientations, forums, workshops, etc. Registers attendees. Provides assistance at meetings and resolves issues. Prepares all meeting materials, including name badges, security lists, etc. Coordinates catering and AV support when necessary. Coordinates, with support from the team, yearly state visits for fellows and assists with travel processes.

3. Publications: Provides support with formatting, editing, and proofreading workshop publications. Formats text and sends drafts to program officer/program director to review for accuracy.

4. Communication, dissemination, and information management: Responds to inquiries and follows up on communications. Supports communications and outreach efforts to promote fellowships and scholar programs, including the development of electronic newsletters, social media, and website content. Updates and maintains web pages. Communicates with fellows, alumni, briefers, sponsors, or other external stakeholders, answering questions and providing information.

5. Staff development: Attends meetings, training classes, and staff development workshops to develop and hone necessary skills.

NONESSENTIAL JOB DUTIES:

• Related duties and special projects as assigned.

JOB SPECIFICATIONS:

Required Knowledge, Skills, and Abilit