Program Administrator

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 Program Administrator on our Marketing & Member Experience team. This is a hybrid position reporting into our Chicago, IL office, requiring 2 days a week in the office. 

As a Program Administrator, you will be responsible for contributing to the development and effectiveness of the AMA Sections by assisting the Director in implementing projects assigned to the unit with emphasis on project management and administrative support. Assigned 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.

RESPONSIBILITIES:

Project Management and Coordination of Section Team Initiatives

• 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.
• Work with Section team leads and policy analysts to implement, coordinate and evaluate program tasks and overall project plans.
• Support administrative functions (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 Events and Communication with Collaborators

• Gather and prepare meeting materials and provide on-site assistance for meetings. Develop and coordinate production of meeting 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

• 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.

May include other responsibilities as assigned

REQUIREMENTS:

1. Bachelor’s degree in relevant discipline required.
2. 3 years minimum experience in a program/project management role or relevant field preferred.
3. 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.
4. Ability to interface effectively with people of varying disciplines, backgrounds, and expertise and contribute to a positive working environment.
5. Strong written and oral communication skills, and experience with executive-level communication.
6. Proficient in use of Microsoft Office applications including, Word, Excel, PowerPoint, as well as SharePoint, OneDrive, and Outlook. Experience with Asana and web-based survey development tools preferred; specifically, Cvent | CrowdCompass.
7. Travel and extended hours, including nights and weekends, as business demands dictate, 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