Senior Program Assistant - Biomedical and Health Sciences Program

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

1d•$24 - $30•Hybrid

About The Position

Performs complex clerical and administrative duties under minimal supervision. Coordinates logistical and administrative aspects of meetings. Writes, edits, and formats routine correspondence. Interfaces with committee members and performs duties involving committee activities. Plans administrative aspects of unit and committee, forum, and other types of meeting. Under minimal supervision, primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables to determine proper course of action. Secondary function may involve basic research activities. Uses pre-determined guidelines to assist in decision-making.

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 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 a proven ability to effectively interact with all levels of employees.
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.

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.
Related duties and special projects as assigned.