Sr. Staff Assistant I (Hybrid)

Sr. Staff Assistant I

Chicago, IL (Hybrid)

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 at our corporate offices in Chicago for a Sr. Staff Assistant I on our Health, Science, & Ethics team. This is a hybrid position reporting into our Chicago, IL office, requiring 2 days a week in the office.

As a Sr. Staff Assistant I, you will provides general administrative support to the Vice President for
Science, Medicine and Public Health (SMPH) and other members of the SMPH team.
Provides administrative support as needed for the Council on Science and Public
Health and AMA task forces, including meeting coordination and member
engagement.

RESPONSIBILITIES:

Administrative Support for SMPH

• Coordinate calendars and schedule meetings to execute on time; provide materials for meeting participants and arrange logistics as needed.
• Make travel arrangements, organize conference calls, complete and submit expense reports, and maintain daily calendars as requested.
• Monitor hybrid and virtual work needs and resolve software, hardware, and scheduling problems.
• Support other Science, Medicine and Public Health (SMPH) team members as assigned. Develop and design agendas, communication materials, presentations, and other documentation to support various projects and initiatives of the Team.
• Support the SMPH Team with meeting summaries and other materials as identified.
• Assist with the preparation and development of content for Team projects, including formatting of spreadsheets, presentations, meeting documentation, correspondence, and reports.
• Edit materials by correcting errors in spelling, punctuation, and grammar. Complete work assignments by established delivery date.
• Interface and coordinate efforts with other areas of the AMA to effectively support Science, Medicine and Public Health.

Administrative Support the Council on Science and Public Health

• Support the Operations Manager in planning and coordinating all Council meetings and support the work of subcommittees and AMA task forces.
• Track status on action items assigned by the Council, Board of Trustees, or Senior Management; provide follow up as needed.
• Support the logistics for SMPH-sponsored educational sessions and trainings.
• Support the Operations Manager in managing the Council and House of Delegates work product processes; track progress and assist with the preparation of Council and Board of Trustees reports, including proof-reading, formatting and meet other style rules, research items and draft reports.
• Update the Council website. Prepare documents for posting, update Council member biographies and coordinate annual revisions to conflict of interest forms. Maintain records including reference materials for Council reports, and manage the Council's electronic historical archives.
• Independently respond to member and non-member requests for current or historical data.

May include other responsibilities as assigned

REQUIREMENTS:

1. Associate degree required; bachelor's degree preferred.
2. Minimum 3+ years related work experience required.
3. Strong interpersonal skills: ability to interface effectively with people of varying disciplines and expertise.
4. Ability to effectively manage time, prioritize work, and multi-task across assignments; detail and task oriented, with the ability to function effectively under tight deadlines and high workload.
5. Strong sense of confidentiality and a demonstrated ability to exercise discretion and make independent judgments.
6. Strong written and verbal communication skills.
7. Proficiency in Microsoft Office suite of software (Word, Excel, PowerPoint, SharePoint, and Outlook) required.
8. Willingness to develop new skills to meet Science, Medicine and Public Health needs.
9. Demonstrated ability to work independently on multiple assignments simultaneously; ability to function effectively as a team member.
10. Occasional travel to off-site meetings.

The American Medical Association is located at 330 N. Wabash Avenue, Chicago, IL 60611 and is convenient to all public transportation in Chicago.

The salary range for this position is $47,000 -$61,000. 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