Sr. Staff Assistant I (Hybrid)

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 Human Resources team. This is a hybrid position reporting into our Chicago, IL office, requiring 3 days a week in the office.

As a Sr. Staff Assistant I, you will provide administrative
and operational support to HR department, with oversight. Respond to AMA employees' general HR inquiries,
direct questions to the right resource. Perform reception duties as needed.

RESPONSIBILITIES:

Administration Support

• Initiate and manage agreements through contract approval system (Ironclad)
• Provide administrative support to HR team by preparing monthly reports, billing, and routing invoices for payment
• Provide leadership support, including expense management and reimbursements, supplies ordering, meeting planning, and monthly financials
• As requested, greet visitors, direct inbound calls and provide guests with information about the AMA and direct visitors and monitor access via visitor management system; demonstrate security awareness, following established procedures
• Maintain digital and paper employment records, and HR file room

HR Operations Support

• Provide operational support to the HR team and services to AMA managers and employees as directed
• Initiate and process end of employment documentation, including severance/separation agreements
• Monitor employee change forms and create pay change letters
• Oversee new hire onboarding tasks in Pathways, including I-9 administration, requisition approval and job code entry.
• Coordinate the annual Service Recognition event and assist with the Buddy Program as needed
• Confirm outsourced employment verification process
• Create and maintain current procedural and process documentation; cross-train HR operations team as requested
• Server as back-up to HRIS as needed, process tuition reimbursements, special payments, vacation payout calculations and submit payroll documentation
• Coordinate with internal and external stakeholders (including the Office of General Counsel (OGC), Finance, and IT) to ensure that HR operations runs smoothly
• Serve as back-up to others on the Operations team as directed

May include other responsibilities as assigned

REQUIREMENTS:

1. Bachelor's degree in Human Resources or Business Administration, or equivalent experience required
2. Minimum 3+ years' administrative experience required; experience working in HR or an environment supporting multiple clients a plus
3. Strong priority setting skills, and ability to complete detailed administrative projects on schedule; experience creating and supporting multiple types of legal documents preferred
4. Excellent verbal and written communication required
5. Comfortable and at ease with senior leaders and when dealing with ambiguity in a high-stress environment
6. Must have a customer focus and demonstrated service-oriented approach to work
7. Experience working independently, actively solving problems and making decisions to solve multifaceted challenges
8. Demonstrated ability to provide accurate, thorough, and timely results
9. Proficiency in Microsoft Office Suite required; prior experience with HRIS, ATS, and LMS systems a plus
10. Demonstrated ability to exercise discretion and work with confidential information, required

This role is a non-exempt position and the hourly range for this position is $24.58 - $31.91. This is the lowest to highest rate 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 an incentive plan. To learn more about the American Medical Association's benefits offerings, please click here.

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