NAM Senior Program Assistant - Leadership Consortium

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

4d•$23 - $29•Hybrid

About The Position

The National Academy of Medicine (NAM) Leadership Consortium (LC) seeks a highly motivated and skilled Senior Program Assistant (SPA). Under the supervision of the Senior Program Officer, the SPA will be responsible for executing the administrative, logistical, and clerical operations of activities related to the Consortium. Key responsibilities and functions will include logistics planning and coordination for virtual and in-person meetings/workshops related to the program; recordkeeping and maintaining databases; developing routine internal and external correspondence; and communicating and coordinating across internal and external colleagues and committee members. The successful candidate will be a self-starter of keen intelligence who has passion for the NAM’s vision and mission; be a proactive, forward-looking thinker, who actively seeks opportunities and proposes solutions; have an appreciation that all tasks are crucial to both the organization and the team’s success; demonstrate an interest in health, public health, health policy and/or health equity; and bring a great spirit, sense of humor, and 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.
None.

Nice To Haves

Interest in health, public health, health policy and/or health equity.
Great spirit, sense of humor, and positive attitude.

Responsibilities

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.
Coordinates and executes logistical arrangements for internal and external meetings and workshops in both virtual and in-person settings.
For in-person meetings, coordinates travel and lodging arrangements, selects menus and arranges catering, arranges for support services (e.g. AV), and registers attendees.
For virtual meetings, organizes and sets up virtual meeting platform (e.g. Zoom) according to the needs of the meeting, and coordinates with participants.
Assists at meetings and resolves issues, whether virtual or in-person.
Assembles meeting materials and briefing books and distributes to meeting participants in advance of meeting.
Coordinates and executes post-meeting tasks, such as preparing vouchers and reviewing and processing travel expense reports in compliance with applicable policies and procedures.
Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived.
Maintains email and distribution lists, and coordinates website updates.
Responds to inquiries and follows-up on communications.
Communicates with members, sponsors, or other external customers, answering questions and providing information.
May assist with formatting, editing, and proofreading publications, as well as coordinating with printers/publishers to have materials printed.
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.
Supports 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 relevant to the position.
Related duties and special projects as assigned.