NAM Senior Program Assistant - Leadership Consortium

Job Description Summary: *Cover Letter Required* 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 Program To meet the demands of 21st Century health challenges, the NAM Leadership Consortium (LC) brings together leaders from major public and private organizations across all sectors of the nation’s health system—clinicians, patients, health care institutions, public health, technology and data leaders, scientists, manufacturers, payers, employers, and regulators. Working through the National Academies’ Congressionally chartered mandate to provide independent, trusted, and science-based counsel, the LC is uniquely positioned to align these sectors in advancing a continuously learning and improving health system. At a time of profound fragmentation, it stands as the only national entity explicitly dedicated to coordinating action across organizations to achieve transformative system effectiveness, affordability, and fairness. The Consortium’s strength lies in the shared commitment of its members to collective progress—recognizing that advances in science, informatics, incentives, and culture are interdependent and must be pursued together. At its core, the LC is grounded in building and sustaining trust—by ensuring that the system’s design, priorities, and performance are centered on the needs, preferences, and goals of the people it serves. The members of the LC work cooperatively through leadership networks and four Action Collaboratives operating within the four Learning Health System (LHS) domains (science, informatics, incentives, culture): the Evidence & Data Action Collaborative (science); Digital Health & AI Action Collaborative (informatics); Value Incentives & Systems Action Collaborative (incentives); and the Trust & Engagement Action Collaborative (culture). The LHS Strategy Group, comprised of leaders of various aspects of LHS advancement, provides guidance to LHS infrastructure and communication strategies of the LC. 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. Key responsibilities and functions will include logistics planning and coordination for virtual and in-person meetings/workshops related to the program; recordkeeping and maintaining databases; developing routine internal and external correspondence; and communicating and coordinating across internal and external colleagues and committee members. The successful candidate will be a self-starter of keen intelligence who has passion for the NAM’s vision and mission; be a proactive, forward-looking thinker, who actively seeks opportunities and proposes solutions; have an appreciation 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. Job Description: ESSENTIAL JOB DUTIES 1. 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. 6. Team Development: Supports the LC team in their activities, including coordination of project management tools, assisting in planning team meetings and retreats, and representing the team during internal meetings relevant to the position. 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 tasks 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 across departments through effective communication. Strong communication and interpersonal skills with a proven ability to effectively interact with all levels of employees and external stakeholders. 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 the Senior Program Officer. Supervisor is available to organize work, set objectives, and 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 $23.04 - $28.79 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 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