Sr. Program Assistant National Academy of Medicine, Program Office
**Cover Letter Required**
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. It serves alongside the National Academy of Sciences and the National Academy of Engineering as adviser to the nation and the international community.
The NAM is seeking a Senior Program Assistant (SPA) to support projects that improve health for all by advancing science and accelerating health equity. Initially, the SPA will support the Healthy Longevity Global Competition – a prize program that aims to accelerate research, innovation, and entrepreneurism in the field of healthy longevity. The Global Competition includes a progressive model of awards to improve the physical, mental, and social health and well-being as people age. Projects can be from any field or combination of fields (e.g., basic or biomedical science, social science, data and computer science, engineering, design). The NAM itself administers a set of US-based awards—open to applicants from any discipline or background—and it coordinates between global partners administering competitions in over 50 countries and territories. The NAM also organizes an annual Global Innovator Summit to honor awardees, featuring inspiring leaders and fostering collaboration and connections among awardees, experts, funders, and other stakeholders in the field. Subsequent phases of the Global Competition will provide more substantive funding, culminating in one or more Grand Prize(s) for a breakthrough innovation. Overall, this is a dynamic and unique program that aims to attract bold, novel, and potentially transformative ideas from across disciplines and sectors. To date, the NAM has leveraged over $35 million, and the initiative continues to gain momentum.
In their initial support of the Global Competition, the SPA will be an integral part of a small but nimble team. The successful candidate will perform much of the clerical and administrative tasks in support of the NAM’s US-based awards, its oversight of international competitions, and organization of the annual Global Innovator Summit.
ESSENTIAL JOB DUTIES:
1) Performs routine and complex clerical and administrative tasks. With respect to the Global Competition, for example:
- drafting email correspondence to prospective applicants, awardees, expert reviewers, and staff from NAM’s global partners
- maintaining extensive tracking sheets, for example, related to applicant information and the participation of 100+ expert reviewers
- organizing files such as applications and reviewer scoresheets
2) Coordinates logistics and provides administrative support for in-person and virtual meetings with various domestic and international stakeholders (e.g., global partners, sponsors, NAM’s Selection Committee). Tasks may include: scheduling, managing online event registration, coordinating with vendors (e.g., to live stream a virtual event), arranging travel and catering, etc.
3) Supports communications and outreach efforts to promote the Global Competition, particularly among Black, Indigenous, and People of Color; those who identify as women or gender non-conforming; early-career researchers; and start-up, industry, and other sectors outside of academia.
4) With guidance, develops, edits, and formats project materials (one-pagers, presentations, brief reports, etc.) tailored to specific audiences, for example, potential sponsors, NAM’s global partners, and prospective applicants.
5) Performs basic research activities as needed, including literature searches and internet research on relevant topics, then organizing and summarizing key information identified.
6) Responds to inquiries and follows-up on email communications with external stakeholders. On the Global Competition, this may include answering questions and providing information to prospective applicants, expert reviewers, awardees and finalists, and other external stakeholders.
7) For the Global Competition, manages disbursement of the NAM awards (approx. 25/year), tracking collection of required forms and liaising with relevant National Academies’ units to ensure timely payment.
8) Performs basic updates and maintains webpages, as needed. For the Global Competition, collaborates with colleagues in NAM Communications to create online awardee profiles for approx. 150 international awardees/year.
9) Attends meetings, training classes, and workshops.
10) Mentors and trains new support staff (as needed).
NONESSENTIAL JOB DUTIES
- Related duties and special projects as assigned.
JOB SPECIFICATIONS
Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office Suite. Strong verbal and written communication skills, and ability to clearly present information to varied audiences. Strong attention to detail. Ability to solve problems with supervisory consultation or by following established procedures. Ability to prioritize between tasks, and re-prioritize, as this dynamic project requires. Ability to work successfully both independently and in a team environment. Ability to develop relationships and effectively interact with NAM co-workers and other National Academies employees at all levels, demonstrating strong interpersonal skills.
Preferred Knowledge, Skills, and Abilities: International experience. Ability to speak a language(s) other than English. Graphic design or data visualization experience.
Minimum Education/Training Requirements: High School Diploma, GED, or equivalent knowledge.
Minimum Experience: Four years of related experience or educational equivalent.
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: Currently we are remote but will transition to a hybrid model in early 2022. There will be occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
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.
The National Academies’ Statement on Diversity and Inclusion: To promote diversity and inclusion in the sciences, engineering, and medicine, we are committed to increasing the diversity of the National Academies’ staff, members, and volunteers to reflect the populations we serve. We pledge to cultivate an environment and culture that promotes inclusion and values respectful participation of all individuals who help advance the mission of the institution. For more information on NAM’s commitment, please find NAM President Victor J. Dzau’s statement on racial equity and the adverse effects of racism 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 is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, 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.