Senior Administrative Officer - National Academy of Medicine
Washington, DC 
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Job Description
Job Description Summary:Leads and manages the administrative and human resources functions of the National Academy of Medicine (NAM). Oversees a variety of administrative support functions, and develops and administers administrative policies and procedures. May supervise administrative staff and provide work direction to staff not directly supervised.

Overseeing the administration and human resource activities for the NAM, incumbent relies on extensive experience and judgment to plan and accomplish goals. A wide degree of creativity and latitude is expected under the oversight and authority of the NAM President and Director of Operations & Chief of Staff. Has authority to take whatever action deemed advisable or necessary, subject only to organizational and departmental policies and rules. Work requires comprehensive knowledge of the organization's policies, operations, personnel, as well as human resources policies, processes, laws and regulations. Reports to division executive and supervises administrative staff.

Job Description:

ESSENTIAL JOB DUTIES:

1. Manages human resources activities and serves as the primary NAM liaison to the Office of Human Resources.Overseespersonnel matters including establishing positions, recruiting, onboarding, training, performance evaluations, merit increases, promotions and other job changes, disciplinary actions, and terminations.Reviews, approves and processes position requests. Reviews, approves and processes all personnel actions.Manages and administers performance, merit, and award programs for the NAM.

2. Provides guidance to NAM supervisors and employees on inquiries relating to their job, performance, and other human resource matters.Counselssupervisors and employees on employee relations matters (e.g., performance management, progressive discipline).

3. In collaboration with Office of Human Resources (OHR) staff, monitors and ensures unit's compliance with local, state, and federal legislation, as well as National Academies' policies in all human resources areas (hiring, compensation, employee relations, etc.). Identifies and alerts OHR of any compensation-related issues and concerns.Provides information and assists OHR with internal equity review. Facilitates communications to employees of the Academies' compensation policies and guidelines.

4. Develops and enforces NAM policies and procedures and recommends changes as necessary.With the NAM Executive Office, maintains and distributes NAM Policies and Procedures manual, and other similar policy repositories. Coordinates with Director of Programs and Executive Officer to develop, document and disseminate programmatic policies and procedures. Advises staff on National Academies' and NAM policies and procedures.Provides instruction and assistance on administrative matters.

5. Prepares or directs the preparation of a variety of reports. Keeps President, Executive Officer, and Director of Operations & Chief of Staff informed of administrative, human resources, and other related matters. Maintains staffing plans and coordinates staffing discussions with program and financial staff and leadership.

6. Administers the NAM's staff development program, establishing processes for requests and preparing and maintaining the budget.Coordinates with Office of Human Resources' Staff Development Program to establish and administer standardized training during onboarding and throughout staff tenure. Identifies and coordinates NAM-wide training needs and opportunities.

7. Manages staff engagement activities, including annual NAM staff survey and associated responses. Coordinates with Office of Human Resources on administration, briefings, and actions related to NASEM staff survey. Plays a lead role in all NAM DE&I activities, including NAM Staff Committee to Advance Racial Equity.

8. With the NAM Executive Office, oversees the arrangement and execution of staff meetings and develops andprepares meeting agendas and materials.Oversees and coordinates staff roundtables including agendas, speakers, and trainings. Organizes and coordinates intra-division meetings. Administers special programs such as staff awards and oversees organization of NAM social gatherings.

9. Leads assigned special projects, in close coordination with the NAM Director of Operations & Chief of Staff. Special projects may include planning and execution of the NAM anniversary gala, creation and population of an NAM intranet site, supporting the development of tracking of the NAM strategic plan, etc.

10. Monitors space requirements and determines the assignment of NAM offices and work spaces. Coordinates usage and maintenance of common areas such as conference rooms and kitchenettes. Coordinates with Information Technology Services on the purchase and distribution of computer, software, and related equipment, and maintenance of network account access requests. Serves as principal Unit Technology Coordinator. Coordinates with Facilities on furniture needs including the purchase and distribution of non-standard furniture, equipment and furnishings for the NAM. Manages division office supply needs and request process; delegates ordering authority.

11. Provides leadership and mentoring to NAM employees of all levels.Supervises assigned employees.Plans and assigns personnel for given projects or tasks. Trains and develops employees to successfully perform current responsibilities and encourages development of staff for future roles.Forms effective teams and cultivates a work environment that fosters teamwork. Interprets and ensures consistent application of organizational policies.Initiates personnel actions, including performance and compensation reviews and disciplinary actions.

12. Maintains an appropriate standard of confidentiality. When handling secure, privileged, sensitive, or confidential information and matters, maintains strict confidence and exercises care to prevent disclosure to others. Accesses confidential information for work-related reasons only, following the policies and procedures of the organization. Ensures that any privileged, sensitive, or confidential information is securely stored, disposed of, and transmitted according to the Institutional guidance. Ensures procedures are in place to maintain and protect confidentiality and to prevent disclosure. Trains and updates staff/team members on these issues periodically.

NONESSENTIAL JOB DUTIES

  • Related duties and special projects as assigned.

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities:Knowledge of human resources laws and regulations.Ability to solve problems of substantial variety and complexity.Ability to undertake tasks broad in nature, requiring ingenuity, and originality.Ability to manage and maintain privileged, sensitive, and confidential information and matters appropriately. Ability to serve as a resource to others in the resolution of complex problems and issues.Ability to operate independently, and exercise significant latitude for independent judgment, discretion, and action.Ability to work successfully in a team environment and form and maintain effective teams.Experience working in complex environments with a high degree of organizational effectiveness.Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication.Excellent communication skills with a proven ability to effectively interact with all levels of employees.

Minimum Education/Training Requirements:Bachelor's degree in Business Administration or related field, or equivalent knowledge.

Minimum Experience:Eight years of related professional experience, four of which were in a supervisory capacity.

Physical Capabilities:Ability to work at a computer for extended periods of time.

Required Licenses, Certification or Registration:None.

Supervisory Responsibilities/Controls:Reports to President, NAM.Independently establishes goals and objectives.Supervises administrative staff.

Work Environment:Office environment, with occasional travel between National Academies' facilities and to off-site 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.

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.

Employee Type:Employee

Scheduled Weekly Hours:37.5

City/State:Washington, District of Columbia
The National Academies are committed to providing equal and non-discriminatory employment opportunities for everyone it employs and serves. The National Academies take affirmative action to ensure that employees and applicants for employment receive fair and equal consideration and treatment, regardless of race, ancestry, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, physical or mental disability, medical condition , marital status, family responsibilities, genetic information, political affiliation, personal appearance, citizenship status, matriculation, unemployment status, military status veteran status, or any other characteristic protected by applicable law.

 

Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
8+ years
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