Senior Program Assistant - Biomedical and Health Sciences Program

Overview

The Biomedical and Health Sciences Program addresses basic biomedical, translational, clinical, and health sciences research, development, and policy. The program also addresses workforce issues, bioethics, legal and societal contexts, and the resilience and health security of communities.

The position performs complex clerical and administrative duties under minimal supervision. It coordinates logistical and administrative aspects of meetings, writes, edits, and formats routine correspondence, interfaces with committee members, and plans administrative aspects of unit and committee meetings. The primary function is the performance of clerical and administrative tasks requiring the consideration of multiple variables. Secondary functions may involve basic research activities and decision-making using predetermined guidelines.

• 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 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, arranges catering, arranges support services (e.g., AV), and registers attendees.
  • For virtual meetings, organizes and sets up the virtual meeting platform (e.g., Zoom) according to the needs of the meeting and coordinates with participants.
  • Assists at meetings and resolves issues, assembles meeting materials and briefing books, and distributes them to participants in advance.
  • Executes post‑meeting tasks, such as preparing vouchers and reviewing and processing travel expense reports in compliance with applicable policies.
• Communication, Dissemination, and Information Management:
  • Updates 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:
  • Assists with formatting, editing, and proofreading publications, and coordinates with printers/publishers to have materials printed.
• Research Support:
  • Gathers citations and performs literature searches for staff and committee members.
  • Participates in other research efforts, including collection, assembly, and tabulation of data and summarizing literature.

• 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 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 interact effectively with employees at all levels.
• High School Diploma, GED, or equivalent knowledge.
• Four years of related experience.
• Physical capability to work at a computer for extended periods.
• Ability to travel.

Estimated compensation range: $23.04 – $28.79 per hour, plus potential overtime. This benefits‑eligible position is compensated in accordance with the current salary framework for comparable positions. The benefits package includes medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, paid holidays, personal leave, transportation subsidies, and education assistance. The position is a hybrid office/telecommute role with an expected onsite percentage of 60% and occasional travel to National Academies’ facilities and off‑site meeting or sponsor locations.

The National Academies are committed to recruiting, hiring, and promoting individuals in all job categories and to administering 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. The institution also provides reasonable accommodation to qualified individuals with disabilities and covered veterans.