NAM Senior Program Assistant - Health Policy Fellows

The National Academies of Sciences, Engineering, and Medicine•Town of Johnstown, NY

10d•$23 - $29•Hybrid

About The Position

The National Academy of Medicine (NAM) is seeking a Senior Program Assistant to support the Robert Wood Johnson Health Policy Fellows Program. This role is crucial for coordinating complex logistical and administrative aspects of the fellowship program, including managing online and in-person meetings. The position involves assisting with writing, editing, and formatting correspondence, collaborating with the NAM communications team on content development for newsletters, presentations, social media, and websites. The Senior Program Assistant will interact extensively with prospective applicants, current fellows, alumni, and program briefers, and will manage the team's database. This role requires a self-starter who can work independently and ensure the smooth and efficient operation of the team's activities. A significant part of the role involves supporting the 3.5-month health policy orientation from September to December, offering opportunities to engage with leaders in the health policy space.

Requirements

Proficiency in Microsoft Office Suite (including Sharepoint and Teams) and Google apps (especially Calendar, Drive, Photos, Docs, etc).
Ability to plan and support extensive meeting activities.
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 National Academies' departments through effective communication.
Good communication and interpersonal skills with an ability to effectively interact with all levels of internal and external stakeholders.
High school diploma, GED, or equivalent knowledge.
Four years of related experience in an office environment.

Nice To Haves

Bachelor’s degree with some experience in an office environment.
Experience with website management/maintenance, CRM/ARM software, and social media platforms.

Responsibilities

Performs routine and complex clerical and administrative tasks supporting the program director and deputy directors, including detailed scheduling, writing and editing correspondence, calendar management, compiling mailings, taking meeting notes, and facilitating follow-up actions.
Updates applicable databases and systems, ensures documents and files are accurately maintained and archived, and maintains email and distribution lists.
Assists with scheduling for the program director and deputy director.
Coordinates logistical arrangements for internal and external meetings, orientations, forums, and workshops, including registering attendees, providing on-site assistance, preparing meeting materials, coordinating catering and AV support, and assisting with yearly state visits for fellows and travel processes.
Maintains records of attendance for events.
Provides support with formatting, editing, and proofreading various materials, and formats text for review.
Responds to inquiries and follows up on communications.
Supports communications and outreach efforts, including the development of electronic newsletters, social media, and website content, and updates and maintains web pages.
Communicates with fellows, alumni, briefers, sponsors, or other external stakeholders, answering questions and providing information.
Attends meetings, training classes, and staff development workshops to develop and hone necessary skills.