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NAM Senior Program Assistant - Opioid Action Collaborative

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. 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 improve health for all by advancing science, accelerating health equity, and providing independent, authoritative, and trusted advice nationally and globally.

About the Program
The Action Collaborative is a public-private partnership model that serves to catalyze public, private, and non-profit stakeholders to develop, curate, and implement multi-sector solutions designed to reduce opioid misuse, and improve outcomes for individuals, families, and communities affected by the opioid crisis.

About the Position
The NAM is seeking a highly-motivated and skilled Senior Program Assistant (SPA) to support the administrative needs of the program and projects that improve health for all by advancing science and accelerating health equity. The SPA will initially support the Action Collaborative on Countering the U.S. Opioid Epidemic (Action Collaborative).

The successful candidate will have an interest in health equity and a desire to improve outcomes for populations made marginalized. Key responsibilities and functions of this role 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; communicating and coordinating across internal and external colleagues and committee members. Depending on the level of interest, the SPA may support research tasks including collection, assembly, and tabulation of data, as well as researching and summarizing literature.

This is an opportunity to develop skills engaging with some of the most critical issues facing the nation and the world and an opportunity to engage with senior officials and experts in public health.

The successful candidate will be proactive, organized, detailed- oriented and bring strong administrative, logistical and event management skills to support collaborative interactions with senior leaders and leading experts across many fields and disciplines.

Job Description:
**Please note a cover letter is required to be considered**
Administrative Support: Performs routine and complex clerical and administrative tasks, including drafting correspondence to health systems and sector and related field leaders, managing membership details, and maintaining extensive tracking sheets. As the administrative lead, coordinate logistics across all of the program’s projects to ensure overall program success. 
Event Planning and Management: Coordinates and executes logistical arrangements for internal and external meetings, workshops, and symposia in both virtual and in-person settings. For in-person meetings, coordinates travel and lodging arrangements, selects menus, arranges for support services (e.g. AV), and registers attendees. For virtual meetings, organizes, sets-up, and hosts meetings on virtual meeting platform (e.g. Zoom) according to the needs of the meeting, and coordinates with participants, program staff, and others as needed. Whether virtual or in-person, provides assistance during meetings and resolves any issues. Assembles meeting materials, which may include agendas, meeting summaries, or briefing books and distributes to meeting participants in advance of meeting and as a part of this process, uses timelines to ensure tasks are completed and executed in a timely manner. Coordinates and executes post-meeting tasks, such as preparing vouchers, 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 uses organizational tools and strategies to ensure 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.
Staff Development: Mentors and trains new support staff. Coordinates temporary help and may supervise work of temporary staff. Attends meetings, training classes, and workshops relevant to position.

  • Related duties and special projects as assigned.
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 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.
Preferred Knowledge, Skills, and Abilities: Demonstrated administrative experience.
Supervisory Responsibilities/Controls: Reports to manager/supervisor. Supervisor is available to organize work, set objectives, and to assist in problem resolution.
Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 20%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations. In accordance with the National Academies’ commitment to provide a safe and healthy workplace, all employees must be fully vaccinated against COVID-19, except as otherwise permitted under a reasonable accommodation for medical or religious reasons. Unless granted an accommodation, successful applicants will be required to confirm their vaccination status and proof of vaccination promptly upon beginning employment. Applicants needing accommodations should indicate this in their application; applicants will not be discriminated against in the hiring process on the basis of requesting an accommodation.
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.

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.