NAM Senior Program Assistant - Health Policy Fellows

About the role

The HPFLP team is looking for a Senior Program Assistant to play a pivotal role on the Robert Wood Johnson Health Policy Fellows Program, a program that provides that 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. In short, 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 - December of each year; which includes many opportunities to interface with leaders in the health policy space. The RWJF Health Policy Fellows Program is unique in its scope and all members, including the Senior Program Assistant, have opportunities to meet, learn from and engage with Health Policy leaders across Federal Agencies and Non-Governmental Organizations. Job Description: ESSENTIAL JOB DUTIES: 1. Administrative: Performs 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. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists. Assists with scheduling for the program director and deputy director. 2. Event planning and management: Coordinates logistical arrangements for internal and external meetings, orientations, forums, workshops, etc. Registers attendees. Provides assistance at meetings and resolves issues. Prepares all meeting materials, including name badges, security lists, etc. Coordinates catering and AV support when necessary. Coordinates, with support from the team, yearly state visits for fellows and assists with travel processes. Maintains records of attendance for events. 3. Publications: Provides support with formatting, editing, and proofreading various materials. Formats text and sends drafts to deputy director to review for accuracy. 4. Communication, dissemination, and information management: Responds to inquiries and follows up on communications. Supports communications and outreach efforts to promote fellowships and scholar programs, including the development of electronic newsletters, social media, and website content. Updates and maintains web pages. Communicates with fellows, alumni, briefers, sponsors, or other external stakeholders, answering questions and providing information. 5. Staff development: Attends meetings, training classes, and staff development workshops to develop and hone necessary skills. NONESSENTIAL JOB DUTIES: Rel