NAM Senior Program Assistant - Health Policy Fellows
The National Academies of Sciences, Engineering, and Medicine
Pasadena, California
Full-Time
$23
RemoteSenior
ESSENTIAL JOB DUTIES:
1. Administrative: Performs routine and complex clerical and administrative tasks supporting the program director and deputy directors. This includes, but is not limited to detailed scheduling activities, writing and editing correspondence, calendar management/scheduling, 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. Assists with scheduling for the program director and deputy director.
2. Event planning and management: Coordinates logistical arrangements for internal and external meetings, orientations, forums, workshops, etc. Registers attendees. Provides assistance at meetings and resolves issues. Prepares all meeting materials, including name badges, security lists, etc. Coordinates catering and AV support when necessary. Coordinates, with support from the team, yearly state visits for fellows and assists with travel processes. Maintains records of attendance for events.
3. Publications: Provides support with formatting, editing, and proofreading various materials. Formats text and sends drafts to deputy director to review for accuracy.
4. Communication, dissemination, and information management: Responds to inquiries and follows up on communications. Supports communications and outreach efforts to promote fellowships and scholar programs, including the development of electronic newsletters, social media, and website content. Updates and maintains web pages. Communicates with fellows, alumni, briefers, sponsors, or other external stakeholders, answering questions and providing information.
5. Staff development: Attends meetings, training classes, and staff development workshops to develop and hone necessary skills.
NONESSENTIAL JOB DUTIES:
Related duties and special projects as assigned.
JOB SPECIFICATIONS:
Required Knowledge, Skills, and Abilities: 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.
Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge.
Minimum Experience: Four years of related experience in an office environment.
Preferred Education: Bachelor’s degree with some experience in an office environment.
Preferred Knowledge, Skills, and Abilities: Experience with website management/maintenance, CRM/ARM software, and social media platforms.
Physical Capabilities: Ability to work at a computer for extended periods of time. Ability to travel.
Required Licenses, Certification, or Registration: None.
Supervisory Responsibilities/Controls: Reports to Senior Program Officer. Supervisor is available to organize work, set objectives, and to assist in problem resolution.
Compensation & Benefits: An estimated compensation range for this position is $23.04 - $28.79 per hour, plus potential overtime. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. This is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance. For more information, please click here.
Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage is a minimum of 60% with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
Equal Opportunity Employer
It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.
Disclaimer
The above information is intended to describe the general nature and level of work performed by employees assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.
Job Family:
PROG