The AMA is a unifying voice and powerful ally for America’s physicians, the patients they care for, and the promise of a healthier nation. To be part of the AMA is to be part of our Mission to promote the art and science of medicine and the betterment of public health. Join the AMA team as Staff Assistant IV - Education Center in Health and Science. As part of the team, you will contribute to the development and effectiveness of the Education Center by assisting the VP and department staff in implementing projects assigned to the unit with emphasis on providing project and administrative support. Coordinate activities and meetings as needed; handle interactions with the VP, senior management, and other internal and external stakeholder groups.
Other Responsibilities will include:
Administrative Support and Meetings - Assist and provide administrative oversight for Education Center projects, including updating project plans and timelines, scheduling meetings, coordinating resources with other AMA units, and assisting with the creation and updating of unit tracking and reporting. Coordinate with staff on projects to help with goals and deliverables. Prepare and coordinate reports and presentations. Plan and coordinate meetings, including staff, virtual and CME committee meetings. Secure meeting dates and space and arrange accommodations, meals, audio-visual support, and other meeting requirements. Prepare and distribute meeting agendas and background materials. Provide on-site assistance during meetings. Produce minutes and reports after each meeting, and follow up on actionable items assigned at the meetings.
Administrative Operations - Prepare and route vendor and consultant contracts for signature. Assist with the hiring and onboarding of new staff, including creating and facilitating the routing of proper hiring documentation, coordinating space with facilities, and ordering office supplies and equipment. Create schedule and training for newly hired departmental staff. Make travel arrangements, complete and submit expense reports, and maintain calendar. Process time entry, expenses, and invoices and check requests in accordance with guidelines. Order office and computer supplies. Maintain confidential records of all human resources documentation schedule and provide administrative support for staff meetings. Establish internal deadlines for APEX planning and performance reviews and proactively report progress toward deadlines and any identified obstacles. Provide assistance with website content ensuring the information is updated and posted correctly.
Interactions with Departments across the AMA and with External Organizations - Serve as liaison for the unit to internal operating units including: Human Resources, Facilities Management, Finance, Office of General Counsel and IT. Assist with budget process and forecasting. Identify and track Education Center deliverables for the VP, the Board of Trustees, and other assignments. Establish working relationships with colleagues at external organizations with which the Education Center area interacts regularly to assure efficient handling of meeting scheduling and communications.
High school diploma required; Bachelor’s degree preferred.
At least four years of progressively responsible secretarial/administrative experience required; AMA employment experience preferred.
Demonstrated ability to independently undertake and complete complex and detailed administrative projects.
Demonstrated self-starter with strong attention to detail and organizational skills.
Ability to manage multiple concurrent projects with competing deadlines on time and with accuracy; demonstrates ability to establish a systematic course of action to ensure project completion.
Strong sense of confidentiality and a demonstrated ability to exercise discretion and make independent judgments.
Strong written and verbal communication skills, including polished telephone presence. Ability to gather, analyze and summarize information from a variety of sources.
Excellent interpersonal skills required to interact with AMA members, senior staff and visitors. Demonstrated ability to work as part of a team, foster consensus, and collaborate with diverse stakeholders.
Meeting, teleconference and webinar planning and program coordination experience required.
Proficiency in Microsoft Office suite of software (Word, Excel, Access, PowerPoint, SharePoint, and Outlook) required.
The American Medical Association is located at 330 N. Wabash Avenue, Chicago, IL 60611 and is convenient to all public transportation in Chicago.
We are an equal opportunity employer, committed to diversity in our workforce. All qualified applicants will receive consideration for employment. As an EOE/AA employer, the American Medical Association will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, age, national origin, sexual orientation, gender identity and veteran or disability status.
THE AMA IS COMMITTED TO IMPROVING THE HEALTH OF THE NATION