NAM Senior Program Assistant - Leadership Consortium

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

4d•Hybrid

About The Position

The National Academy of Medicine (NAM) Leadership Consortium (LC) is seeking a highly motivated and skilled Senior Program Assistant (SPA). This role is responsible for executing the administrative, logistical, and clerical operations of activities related to the Consortium. Key responsibilities include planning and coordinating virtual and in-person meetings/workshops, recordkeeping, maintaining databases, developing correspondence, and communicating with internal and external colleagues and committee members. The ideal candidate will be a proactive, intelligent self-starter with a passion for the NAM's mission, an interest in health-related fields, and a positive attitude.

Requirements

Proficiency in Microsoft Office Suite.
Ability to plan and support extensive meeting activities.
Ability to solve problems with supervisory consultation or by following procedures.
Ability to prioritize tasks 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 across departments through effective communication.
Strong communication and interpersonal skills with a proven ability to effectively interact with all levels of employees and external stakeholders.
High School Diploma, GED, or equivalent knowledge.
Four years of related experience.
Ability to work at a computer for extended periods of time.
Ability to travel.

Nice To Haves

Interest in health, public health, health policy and/or health equity.

Responsibilities

Perform routine and complex clerical and administrative tasks including detailed scheduling, writing and editing correspondence, compiling mailings, taking meeting notes, and facilitating follow-up actions.
Update applicable databases and systems, and ensure documents and files are accurately maintained and archived.
Maintain email and distribution lists.
Coordinate and execute logistical arrangements for internal and external meetings and workshops in both virtual and in-person settings, including travel, lodging, catering, AV support, and virtual platform setup.
Assist at meetings and resolve issues.
Assemble meeting materials and briefing books and distribute them in advance.
Coordinate post-meeting tasks, such as preparing vouchers and processing travel expense reports.
Update applicable databases and systems, and ensure documents and files are accurately maintained and archived.
Maintain email and distribution lists, and coordinate website updates.
Respond to inquiries and follow up on communications.
Communicate with members, sponsors, or other external customers, answering questions and providing information.
May assist with formatting, editing, and proofreading publications, and coordinating with printers/publishers.
May perform basic research activities, including gathering citations and performing literature searches.
May participate in other research efforts including data collection, assembly, tabulation, and literature summarization.
Support the LC team in their activities, including coordination of project management tools, assisting in planning team meetings and retreats, and representing the team during internal meetings.