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Program Assistant

Title:                                              PROGRAM Assistant
Position Reports to:              Chief PROGRAM OFFICER
Location:                                   Washington, D.C.
Job Type:                                       Full-Time, Non-Exempt
 
The Program Assistant provides high-level support to the American Academy of Nursing (Academy) by helping to organize the association’s signature initiatives, programs, and overall planning in conjunction with the Program Manager under the leadership of the Chief Program Officer.

ABOUT THE AMERICAN ACADEMY OF NURSING:
The American Academy of Nursing serves the public by advancing health policy through the generation, synthesis, and dissemination of nursing knowledge. Academy Fellows are inducted into the organization for their extraordinary contributions to improve health locally and globally. With more than 2,800 Fellows, the Academy represents nursing’s most accomplished leaders in policy, research, administration, practice, and academia.
 
POSITION RESPONSIBILITIES: 37.5 hours/week.
 
1.      Responsible for scheduling the meetings of the National Advisory Councils and respective stakeholder groups for the Council for the Advancement of Nursing Science, the Institute for Nursing Leadership and Edge Runners—the Academy’s signature initiatives. Assists in drafting agendas, meeting minutes, and correspondence such as invitations and thank you letters.
 
2.      Curates and maintains current contact information, membership rosters, and other documentation for the National Advisory Councils, committees, and ad hoc work groups of the Academy’s signature initiatives.
 
3.      Assists the Program Manager with Nursing Outlook, the Academy’s official journal, by managing distribution lists, updates, and billing.
 
4.      Helps prepare documents and reports related to the Academy’s signature initiatives and programs for the Board of Directors, Fellows, and other stakeholders.
 
5.      Supports the management of grant funding by tracking key dates for submission of reports and assists with drafting reports to the funders.
 
6.      Prepares conference materials, such as nametags, registration lists, etc. and assist with drafting correspondence with invited speakers and scheduling planning calls. Assists with the development of post-conference summaries by synthesizing evaluation responses.
 
7.      Helps with the preparation and administration of webinars.
 
8.     Tracks, prepares, and distributes Nursing Continuing Professional Development (continuing education) certificates.
 
9.      Assists with internal program evaluation processes.
 
10.   Responsible for ensuring content on the Academy’s signature initiative webpages is current. Tracks and communicates needed updates to the communications team.
11.   Supports the Chief Program Officer through research on latest trends in health care, leadership, innovation, and science that will inform the work of the Academy’s signature initiatives.
 
12.   Other duties as assigned.
 
Qualification Requirements:
  • Bachelor’s degree or equivalent training and work experience. Bachelor’s degree preferred.
  • Excellent customer service skills.
  • Demonstrated ability to clearly and effectively communicate information to members and staff both verbally and in writing with high professionalism.
  • Demonstrates a high level of attention to detail.
  • Ability to manage and prioritize multiple work assignments and accomplish projects with little supervision.
  • Ability to work independently but function as part of a small, strong team, maintaining a positive and constructive attitude.
  • Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Adobe, Canva, and MemberSuite. Experience with mail merges; email and web searches; and database management strongly preferred.
 
Contacts:
Interfaces with Academy Fellows, Council Members, Committees, and Task Forces, in addition to funders, vendors and staff members. Contacts involve obtaining and disseminating information and utilizing technology to support communication.
 
AMOUNT OF Travel REQUIRED:
No travel required; periodic weekend and evening work may be required.
 
Physical Requirements:
Although minimal lifting is required for this position, must be able to lift boxes of conference materials.
 
To apply, please submit resume and cover letter to Lauren Inouye, Chief Program Officer, at Linouye@aannet.org.