Role overview

The Biomedical and Health Sciences Program addresses basic biomedical, translational, clinical, and health sciences research, development, and policy. It also addresses workforce issues, bioethics, legal and societal contexts, and the resilience and health security of communities.

About

the position

This role performs complex clerical and administrative duties under minimal supervision. The primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables to determine the proper course of action. A secondary function may involve basic research activities, using pre-determined guidelines to assist in decision-making.

Responsibilities

Performs routine and complex clerical and administrative tasks including detailed scheduling, 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 platforms (e.g., Zoom) according to meeting needs and coordinates with participants.
Assists at meetings and resolves issues, whether virtual or in-person.
Assembles meeting materials and briefing books and distributes them to meeting participants in advance.
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.
Performs related duties and special projects as assigned.

Qualifications

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.

Minimum Education and Experience

High School Diploma, GED, or equivalent knowledge.
Four years of related experience.

Physical Capabilities

Ability to work at a computer for extended periods of time.
Ability to travel.

Supervisory Responsibilities/Controls

Reports to program coordinator/officer/director.
Supervisor is available to organize work, set objectives, and to assist in problem resolution.

Work Environment

Hybrid Office/Telecommute environment, expected onsite percentage 60%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.

Application Information

*COVER LETTER REQUIRED*

Compensation and Benefits

An estimated compensation range for this position is $23.97 - $29.96 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.

Senior Program Assistant - Biomedical and Health Sciences Program

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Job Description