NAM Senior Program Assistant - Health Policy Fellows

Job Description Summary: ABOUT THE NATIONAL ACADEMY OF MEDICINE (NAM). The National Academy of Medicine (NAM), established in 1970 under the name Institute of Medicine (IOM), is an independent organization of eminent professionals from diverse fields including health and medicine; the natural, social, and behavioral sciences; and beyond. With the authority of the 1863 Congressional Charter of the National Academy of Sciences, requested and signed by President Abraham Lincoln, the NAM serves alongside the National Academy of Sciences and the National Academy of Engineering as adviser to the nation and the international community. The NAM’s mission is to advance science, inform policy, and catalyze action to achieve human health, equity, and well-being. About the Unit: As part of the NAM’s commitment to building leadership capacity across diverse disciplines to shape the future of health and medicine, the Health Policy Fellowships and Leadership Programs (HPFLP) office administers a portfolio of highly regarded programs. These programs offer unique learning opportunities for early‑ and mid‑career professionals to enhance their knowledge and skills, expand their networks of leaders in health and medicine, contribute their expertise to help shape sound, evidence‑based policies, and accelerate their career development. About the Position: The HPFLP team is looking for a Senior Program Assistant to play a pivotal role on the Robert Wood Johnson Health Policy Fellows Program, the nation’s most comprehensive learning experience at the nexus of health, science, and policy in Washington, D.C. Under minimal supervision, the Senior Program Assistant coordinates complex logistical and administrative aspects of the fellowship program, including online and in‑person meetings, and assists with writing, editing, and formatting routine correspondence. The assistant participates in the content development and design of communications, newsletters, presentations, social media posts, and websites, and interfaces extensively with prospective applicants, fellows, alumni, briefers, and the HPFLP team’s robust database. Successful candidates will be self‑starters who proactively take initiative and can work independently, ensuring the team’s activities run smoothly across events, outreach efforts, and administrative tasks. The Senior Program Assistant also plays a significant role during the 3.5‑month orientation from September to December each year, which includes opportunities to interface with leaders in the health policy space. Job Description: Essential Job Duties: Administrative: Performs routine and complex clerical and administrative tasks supporting the program director and deputy directors, including scheduling, writing and editing correspondence, calendar management, compiling mailings, taking meeting notes, and facilitating follow‑up actions. Updates applicable databases and ensures accurate document maintenance and archiving. Event Planning and Management: Coordinates logistical arrangements for internal and external meetings, orientations, forums, workshops, and other events. Registers attendees, provides assistance at meetings, resolves issues, prepares meeting materials (name badges, security lists, etc.), coordinates catering and AV support, and assists with travel processes for fellows. Publications: Supports with formatting, editing, and proofreading various materials, formatting text and sending drafts to the deputy director for review. Communication, Dissemination, and Information Management: Responds to inquiries, follows up on communications, supports outreach efforts to promote fellowships, develops electronic newsletters, social media, and website content, and maintains web pages. Communicates with fellows, alumni, briefers, sponsors, and other stakeholders. Staff Development: Attends meetings, training classes, and staff development workshops to 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 (Calendar, Drive, Photos, Docs). Ability to plan and support extensive meeting activities, solve problems with supervision or procedures, prioritize work and adapt to changing directions. Ability to work successfully in a team, develop relationships, and communicate effectively 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 and travel. Required Licenses, Certification, or Registration: None. Supervisory Responsibilities/Controls: Reports to Senior Program Officer. Supervisor is available to organize work, set objectives, and assist in problem resolution. Compensation & Benefits: Estimated range $23.04 – $28.79 per hour, plus potential overtime. Benefits include medical, dental, and vision insurance, life insurance, disability coverage, retirement and savings benefits, paid holidays, paid personal leave, transportation subsidies, and education assistance. For more information, please click here. Work Environment: Hybrid office/telecommute environment; minimum 60% onsite with occasional travel. 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 Employee Type: Employee Scheduled Weekly Hours: 37.5 City/State: Washington, District of Columbia #J-18808-Ljbffr National Academies of Sciences, Engineering, and Medicine