Sr Staff Assistant II (Remote)

Sr Staff Assistant II

Remote - Chicago IL, California, Florida, Illinois, Indiana, Maryland, Massachusetts, New Jersey, New York, Ohio, South Carolina, Virginia, Wisconsin, Washington D.C.

The American Medical Association (AMA) is the nation's largest professional Association of physicians and a non-profit organization. We are 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.

We continuously work to embed equity in our internal practices and are committed to increasing the diversity of our staff across all levels of the organization. We intentionally work to create the right conditions to enable our employees to feel that they can be their authentic selves and fully participate in the life of the enterprise.

We encourage and support professional development for our employees, and we are dedicated to social responsibility. We invite you to learn more about us and we look forward to getting to know you.

We have an opportunity for a remote Sr Staff Assistant II on our Mission Operations-Medical Education team.

As a Sr Staff Assistant II, you will provide administrative
support to Medical Education stakeholders such as the AMA Council on Medical
Education (Council), the Director I Medical Education Policy and Medical
Education Senior Management. Responsible for meeting coordination, budget and
invoicing, and administrative support.

RESPONSIBILITIES:

Committee and Meeting Support

• Plan and coordinate Council meetings, including virtual meetings, stakeholders' forums, educational sessions and joint sections leadership meeting; attend these meetings to cultivate and maintain understanding of Council's needs and AMA priorities
• Coordinate hotel accommodations, meals, audio-visual support, and other meeting requirements; collaborate with Corporate Services to ensure meetings are setup and align with AMA procedures and policies
• Schedule and prepare meeting invitations; prepare and distribute meeting agenda books including supplemental materials and record Council meeting minutes
• Produce accurate and timely reports after meetings and follow-up on actionable items from meetings to ensure timely completion of tasks

Other Administrative Support

• Produce a variety of reports for Med Ed including Excel spreadsheets and PowerPoint presentations
• Perform other administrative duties for the committees, including correspondence and records
• Edit documents (spelling, punctuation, and grammar) and provide suggestions on content
• Manage annual COI disclosure process for Council members
• Complete contracts through Ironclad as needed
• Collaborate with internal parties such Finance and OGC as needed

Budgeting and Invoices

• Monitor Council budget to ensure that budget targets are being met, keep leaders apprised of any budget discrepancies, and assist with resolving issues
• Process all invoices and travel reimbursements for numerous parties including leadership, Council members and others paid for presenting/attending meetings
• Assist in the preparation of background materials to support budget forecasts

May include other responsibilities as assigned

REQUIREMENTS:

1. Bachelor's degree preferred or equivalent experience required
2. 5+ years' experience in an administrative position required
3. Meeting planning and program coordination experience required
4. Excellent communication skills, both verbal and written (in person and on the phone), to communicate effectively with external parties; experience drafting correspondence and strong proofreading skills to review final copy required
5. Excellent organization, coordination, and prioritization skills
6. Prior budgeting experience required
7. Proficiency with Word, Excel, and PowerPoint required
8. Demonstrated ability to perform effectively under deadline pressure and on concurrent multiple projects
9. Self-starter with attention to detail
10. Some travel required

The salary range for this position is $28.77-38.18. This is the lowest to highest salary we believe we would pay for this role at the time of this posting. An employee's pay within the salary range will be determined by a variety of factors including but not limited to business consideration, geographical location, and internal equity, as well as candidate qualifications, such as skills, education, and experience. Employees are also eligible to participate in a bonus plan. To learn more about the American Medical Association's benefits offerings, please click here.

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