Senior Program Assistant - Biomedical and Health Sciences Program

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

Job summary

The National Academies of Sciences, Engineering, and Medicine is seeking an administrative specialist to perform complex clerical duties, coordinate meetings, and manage communications and records. The role supports planning for committee activities, takes notes, prepares materials, and ensures timely updates across databases and systems.

Under supervision, you will assist with event logistics, virtual and in-person meetings, and basic research tasks as needed while maintaining strong teamwork

Qualifications

• Proficiency in Microsoft Office Suite.
• Ability to plan and support extensive meeting activities.
• Ability to prioritize work and adapt to changing directions.
• Strong communication and interpersonal skills.

Responsibilities

• Administrative tasks including scheduling, writing and editing correspondence, updating databases, and maintaining files.
• Coordinate logistics for internal and external meetings and workshops, both virtual and in-person.
• Prepare meeting materials and briefing books; assist with post-meeting tasks and travel expense processing.
• Assist with publications formatting and proofreading when needed.
• Support basic research tasks such as literature searches and data gathering.

Skills

Microsoft Office Suite

Education

High School Diploma, GED, or equivalent knowledge

Job description

Job Description Summary

ABOUT THE PROGRAM

The 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 Position

Performs 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.

Essential Job Duties

• 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.
• 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.
• 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.
• Publications: May assist with formatting, editing, and proofreading publications, as well as coordinating with printers/publishers to have materials printed.
• 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 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. 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.

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.

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

PROG

Employee Type

Employee

Scheduled Weekly Hours

37.5

City/State

Washington, District of Columbia