NAM Senior Program Assistant - Leadership Consortium

National Academy of Sciences; Washington (District of Columbia); Hybrid; USD 31,739 - 39,661; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Retirement plan

Paid holidays

Educational assistance

Job summary

The National Academies seeks a Senior Program Assistant to support administrative, logistical, and clerical operations for the Consortium. Under supervision of the Senior Program Officer, the SPA will help with scheduling, correspondence, and coordination across teams.

The role requires initiative, strong communication, and an interest in health policy or health equity. Hybrid work with expected onsite presence and occasional travel to National Academies facilities and sponsor locations is

Qualifications

• Proficiency in Microsoft Office Suite.
• Ability to plan and support extensive meeting activities.
• Problem-solving with supervisory consultation or following procedures.
• Prioritization and flexibility.
• Teamwork and collaboration across departments.
• Strong communication and interpersonal skills.

Responsibilities

• Administrative: scheduling, correspondence, mailings, notes, follow-up actions, updates to databases.
• Event Planning and Management: arrange internal/external meetings, travel, lodging, catering, AV, virtual platforms.
• Communication, Dissemination, and Information Management: respond to inquiries, manage lists and website updates.
• Publications: formatting, editing, proofreading and coordinating with printers.
• Research Support: basic literature searches and data collection.
• Team Development: support project planning and team meetings.
• Nonessential duties: additional duties and special projects.

Skills

Microsoft Office

Meeting planning

Problem solving

Prioritization

Teamwork

Relationship building

Communication

Education

High School Diploma

Job description

About the Position

The LC seeks a highly motivated and skilled Senior Program Assistant. Under the supervision of the Senior Program Officer, the SPA will be responsible for executing the administrative, logistical, and clerical operations of activities related to the Consortium.

The successful candidate will be a self‑starter with keen intelligence, passion for NAM’s vision and mission, a proactive and forward‑looking thinker who actively seeks opportunities and proposes solutions. They will appreciate that all tasks are crucial to both the organization and the team’s success, demonstrate an interest in health, public health, health policy and/or health equity, and bring a great spirit, sense of humor, and positive attitude.

Responsibilities

• Administrative: 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 databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists.
• Event Planning and Management: Coordinates and executes logistical arrangements for internal and external meetings and workshops in both virtual and in‑person settings. For in‑person meetings, manages travel and lodging, selects menus, arranges catering, arranges support services (e.g., AV), and registers attendees. For virtual meetings, organizes and sets up virtual platforms (e.g., Zoom). Assists at meetings, resolves issues, assembles materials, and handles post‑meeting tasks such as reviewing travel expense reports.
• Communication, Dissemination, and Information Management: Updates databases and systems, maintains email and distribution lists, coordinates website updates, responds to inquiries, follows up on communications, and communicates with members, sponsors, or other external customers.
• Publications: Assists with formatting, editing, and proofreading publications and coordinates with printers/publishers to produce printed materials.
• Research Support: Performs basic research activities, including gathering citations, performing literature searches, and participating in data collection, assembly, and tabulation.
• Team Development: Supports the LC team by coordinating project management tools, assisting in planning team meetings and retreats, and representing the team during relevant internal meetings.
• Nonessential duties: Related duties and special projects as assigned.

Job Specifications

• Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office Suite; ability to plan and support extensive meeting activities; problem‑solving with supervisory consultation or following procedures; prioritization and flexibility; teamwork; relationship development across departments; strong communication and interpersonal skills.
• Minimum Education/Training Requirements: High School Diploma, GED, or equivalent knowledge.
• Minimum Experience: Four years of related experience.
• Physical Capabilities: Ability to work at a computer for extended periods; ability to travel.
• Required Licenses, Certification or Registration: None.
• Supervisory Responsibilities/Controls: Reports to the Senior Program Officer, who provides organization, objectives, and problem resolution assistance.
• Work Environment: Hybrid Office/Telecommute environment; expected onsite 60%; occasional travel between National Academies’ facilities and off‑site meeting/sponsor locations.
• Compensation & Benefits: Estimated compensation range is $23.04–$28.79 per hour, plus potential overtime. The position is benefits‑eligible, offering medical, dental, vision, life, disability, retirement and savings, paid holidays, personal leave, transportation subsidies, and education assistance.
• Equal Opportunity Employer: The National Academies recruit, hire, transfer, compensate, and promote individuals without discrimination on the basis of race, color, national origin, sex, age, religion, disability, veteran status, or any other characteristic protected by applicable laws. The institution provides reasonable accommodation to qualified individuals with disabilities and covered veterans.
• Notice: Any qualification to be considered equivalent in lieu of the stated minimum requires prior approval of the Office of Human Resources.