Senior Program Assistant - Biomedical and Health Sciences Program

National Academy of Sciences, Engineering, and Medicine; Washington (District of Columbia); Hybrid; USD 33,000 - 41,000; Full time

Benefits offered by this job

Benefits package including medical, Rx

Dental and vision insurance

Transportation subsidies

Education assistance

Job summary

National Academies in Washington, DC seeks an Administrative Assistant to perform complex clerical tasks, coordinate meetings, and manage communications. The role involves both virtual and in-person events, travel coordination, and post-meeting follow-ups.

The position requires a high school diploma or equivalent, strong Microsoft Office skills, and the ability to work in a hybrid office/telecommute environment with occasional travel. Excellent communication and teamwork are essential.

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 adapt to changing directions.
• Ability to work effectively in a team environment.
• Ability to develop relationships with staff across National Academies departments.
• Strong communication and interpersonal skills for interaction at all levels.

Responsibilities

• Perform routine and complex clerical and administrative tasks including scheduling, correspondence, mailings, meeting notes, and follow-up actions.
• Coordinate logistical arrangements for internal and external meetings and workshops, both virtual and in-person.
• Update databases and distribution lists; manage email and website updates; respond to inquiries.
• Assist with formatting, editing, and proofreading publications as needed.
• Support basic research tasks such as literature searches or data tabulation when required.

Skills

Microsoft Office Suite

Meeting planning

Problem solving

Time management

Communication

Education

High School Diploma / GED

Job description

Job Description Summary:ABOUT THE PROGRAMThe Biomedical and Health Sciences Program addresses basic biomedical, translational, clinical, and health sciences research, development, and policy. Addresses workforce issues, bioethics, legal and societal contexts, and the resilience and health security of communities.ABOUT THE POSITIONPerforms complex clerical and administrative duties under minimal supervision. Coordinates logistical and administrative aspects of meetings. Writes, edits, and formats routine correspondence. Interfaces with committee members and performs duties involving committee activities. Plans administrative aspects of unit and committee, forum, and other types of meeting.Under minimal supervision, primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables to determine proper course of action. Secondary function may involve basic research activities. Uses pre-determined guidelines to assist in decision-making.Job Description:***COVER LETTER REQUIRED***ESSENTIAL JOB DUTIES1. Administrative : Performs routine and complex clerical and administrative tasks including but not limited to detailed scheduling activities, 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.2. 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, 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 platform (e.g. Zoom) according to the needs of the meeting, and coordinates with participants. Whether virtual or in-person, assists at meetings and resolves issues. Assembles meeting materials and briefing books and distributes to meeting participants in advance of meeting. Coordinates and executes post-meeting tasks, such as preparing vouchers and reviewing and processing travel expense reports in compliance with applicable policies and procedures.3. Communication, Dissemination, and Information Management: 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.4. Publications: May assist with formatting, editing, and proofreading publications, as well as coordinating with printers/publishers to have materials printed.5. Research Support: 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.NONESSENTIAL JOB DUTIESRelated duties and special projects as assigned.JOB SPECIFICATIONSRequired Knowledge, Skills, and Abilities: 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/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 of time. Ability to travel.Required Licenses, Certification or Registration: None.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.Compensation & 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.Equal Opportunity EmployerIt 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.Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.Job Family:PROGEmployee Type:EmployeeScheduled Weekly Hours:37.5City/State:Washington, District of Columbia