What: Join the AMA team as the a Program Administrator in Physician Engagement. As part of the team, you will contribute to the development and effectiveness of the AMA Sections by assisting the Director in implementing projects assigned to the unit with emphasis on organizational development and administrative support. These types of projects include Assembly and Governing Council (GC) meeting planning, program development, documenting processes, establishing measurable timelines and milestones; centralization and simplification of credentialing processes, and standardization of GC election materials and processes.
Other Responsibilities Will Include:
Manage Tasks Associated with Section Team Initiatives:
- Work with Section team leads and policy analysts to implement, coordinate and evaluate program tasks and overall project plans.
- Support administrative functions (registration, securing space for events, planning of education programs, administration of elections, etc.) directly related to the operations of the AMA Sections
- Assembly and Governing Council meetings, Standing Committees, Board of Trustees and special projects, as assigned.
- Coordinate multiple project work plans and timelines through collaborative relationships with cross-departmental leads, and external partners, to ensure timely and accurate implementation and follow through.
- Ensure team members and leadership awareness of key/critical issues impacting projects and have shared accountability for implementing solutions.
- Document activities and outcomes in useful reporting structures.
- Communicate with Section team members on a regular basis, including updating the online presence of constituency groups, create general correspondences to reply to member inquiries, respond to telephone and email inquiries, and developing other communications as assigned.
Coordinate Events And Communication With Collaborators
- Gather and prepare meeting materials and provide on-site assistance for meetings.
- Develop and coordinate production of meeting handbooks and other materials.
- Assist in the creation and updating of Excel spreadsheets for registration, summarization of event surveys, and managing the appointment and election process.
- Maintain multiple web-based platforms for content and document management, as well as provide content for Section web pages and collateral materials.
- Manage material production, audio/visual needs, travel and lodging, and other activities required to successfully conduct a well-organized event/presentation.
- Provide support to Director, Governing Council members, committee representatives, and other members, including helping with travel arrangements, expense reimbursement etc.
Design And Improve, Reports And Workflows
- Develop, populate and manage tracking spreadsheets, reporting databases, dashboards, and/or surveys.
- Add efficiency to workflows by integrating technology and streamlining processes.
- Assist director with project management across the Member Section programs, which serves to: document processes, provide measurable timelines and milestones, and create linkage to budget performance.
Collaboration And Teamwork
- Effectively support all projects assigned by gathering requirements, developing solutions and providing collaborative support to Section team and other AMA functional areas.
- Respond to requests in clear, professional and timely manner.
Requirements
- Bachelor’s degree required; master’s degree in public health or other health-related fields preferred.
- Minimum 3 years’ experience in project coordination and management, planning and execution or equivalent skills.
- Experience in quality improvement initiatives to impact efficiency and effectiveness of workflows - operationally or clinically; has conducted value-stream mapping, gap analysis, used quality improvement tools/methods preferred.
- Experience in customer service, sales, retention and use of associated management systems.
- Experience working with physicians and healthcare organizations strongly preferred.
- Ability to effectively manage time, prioritize work, and multi-task across many assignments concurrently; detail and task-oriented, and the ability to function effectively under tight deadlines and high-volume workloads.
- Ability to interface effectively with people of varying disciplines, background, and expertise and contribute to a positive working environment.
- Strong written and oral communication skills, experience with executive-level communication necessary.
- Proficient in use of Microsoft Office applications including, Word, Excel, Access, PowerPoint, SharePoint, and Outlook.
- Experience with Microsoft™ Project and web-based survey development tools preferred; specifically, Cvent | CrowdCompass.
- Some travel may be required.
The AMA offers competitive salaries, including an incentive plan; excellent benefits and progressive technology. Our office is a business casual environment and we respect work-life balance. 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
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