Senior Program Assistant - Biomedical and Health Sciences Program

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

2d•$24 - $30•Hybrid

About The Position

The Senior Program Assistant supports the Biomedical and Health Sciences Program, which addresses basic biomedical, translational, clinical, and health sciences research, development, and policy, as well as workforce issues, bioethics, legal and societal contexts, and community resilience and health security. Under minimal supervision, the role performs complex clerical and administrative tasks that require considering multiple variables and applying established guidelines. The position may also involve basic research activities. The role coordinates administrative and logistical arrangements for meetings, workshops, and other program activities in virtual and in-person settings. Responsibilities include scheduling, correspondence, meeting documentation and follow-up, participant communications, travel and lodging, catering and audiovisual support, meeting materials, and post-meeting expense processing. The assistant also maintains records and databases, supports website updates and information dissemination, and may assist with publications and research support. This is a hybrid office/telecommute position with an expected onsite presence of 60%, occasional travel between National Academies facilities and off-site meeting or sponsor locations, and a requirement to be able to travel. The scheduled workweek is 37.5 hours. A cover letter is required.

Requirements

High school diploma, GED, or equivalent knowledge.
Four years of related experience.
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 adapt direction as job needs change.
Ability to work successfully in a team environment.
Ability to develop relationships with coworkers and employees in other departments through effective communication.
Good communication and interpersonal skills, with the ability to interact effectively with employees at all levels.
Ability to work at a computer for extended periods.
Ability to travel.

Responsibilities

Perform routine and complex clerical and administrative tasks, including detailed scheduling, writing and editing correspondence, coordinating mailings, taking meeting notes, and facilitating follow-up actions.
Update applicable databases and systems promptly, maintain and archive documents and files accurately, and maintain email and distribution lists.
Coordinate and execute logistical arrangements for internal and external meetings and workshops in virtual and in-person settings.
For in-person meetings, coordinate travel and lodging, select menus and arrange catering, arrange support services such as audiovisual assistance, and register attendees.
For virtual meetings, organize and configure the virtual meeting platform to meet meeting needs and coordinate with participants.
Assist at meetings, resolve issues, assemble meeting materials and briefing books, and distribute materials to participants in advance.
Coordinate post-meeting tasks, including preparing vouchers and reviewing and processing travel expense reports in accordance with applicable policies and procedures.
Coordinate website updates, respond to inquiries, follow up on communications, and communicate with members, sponsors, and other external customers by answering questions and providing information.
May format, edit, and proofread publications and coordinate printing with printers or publishers.
May gather citations, perform literature searches, and support research efforts through collection, assembly, and tabulation of data and summarization of literature.
Perform related duties and special projects as assigned.