NAM Senior Program Assistant - Health Policy Fellows

Job Description Summary

About 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.

As part of the NAM’s commitment to building leadership capacity across diverse disciplines to shape the future of health and medicine, the Health Policy Fellowships and Leadership Programs (HPFLP) office administers a portfolio of highly regarded programs. These programs offer unique learning opportunities for exceptional early‑ and mid‑career professionals to enhance their knowledge and skills, expand their networks of leaders in health and medicine, contribute their expertise to help shape sound, evidence‑based policies, and accelerate their career development.

The HPFLP team is looking for a Senior Program Assistant to play a pivotal role on the Robert Wood Johnson Health Policy Fellows Program, which provides the nation’s most comprehensive learning experience at the nexus of health, science, and policy in Washington, D.C. Under minimal supervision, the Senior Program Assistant coordinates complex logistical and administrative aspects of the fellowship program, including online and in‑person meetings, and assists with writing, editing, and formatting routine correspondence.

Collaborating with the NAM communications team, the incumbent will also participate in the content development and design of communications, newsletters, presentations, social media posts, and websites. The incumbent will interface extensively with program prospective applicants, applicants, fellows, alumni and program briefers and will manage the HPFLP team’s robust database. Successful candidates will be self‑starters who proactively take initiative and can work independently.

The Senior Program Assistant will help ensure the team’s activities run smoothly and efficiently across a variety of events, outreach efforts and administrative tasks. The Senior Program Assistant also plays a significant role during the 3.5-month health policy orientation from September to December of each year; which includes many opportunities to interface with leaders in the health policy space.

• Perform routine and complex clerical and administrative tasks supporting the program director and deputy directors. This includes, but is not limited to, detailed scheduling activities, writing and editing correspondence, calendar management/scheduling, compiling and coordinating mailings, taking meeting notes, and facilitating follow‑up actions. Update applicable databases and systems on a timely basis and ensure documents and files are accurately maintained and archived.
  
  Maintain email and distribution lists. Assist with scheduling for the program director and deputy director.
• Coordinate logistical arrangements for internal and external meetings, orientations, forums, workshops, etc. Register attendees, provide assistance at meetings, resolve issues, prepare all meeting materials, including name badges and security lists. Coordinate catering and AV support when necessary. Coordinate, with support from the team, yearly state visits for fellows and assist with travel processes. Maintain records of attendance for events.
• Provide support with formatting, editing, and proofreading various materials. Format text and send drafts to the deputy director to review for accuracy.
• Respond to inquiries and follow up on communications. Support communications and outreach efforts to promote fellowships and scholar programs, including the development of electronic newsletters, social media, and website…