Associate Administrator, Executive Office/Physician Support

Description

POSITION SUMMARY:

The primary roles of this position are 1) to work collaboratively with the Executive Office to support the preparation and execution of data and reports for the Board of Trustees (BOT) House of Delegates (HOD), and American Medical Association (AMA) and 2) to support the Executive Office and its volunteer constituents (BOT, HOD, and AMA Delegates) in an administrative capacity, and 3) to support the Physician Support Department with collaborative and administrative tasks.

Requirements

QUALIFICATIONS: Required Skills/Education/Knowledge

• 3 Years' experience in an office setting required, 5 preferred
• Interpersonal skills
• Ability to interact with high level executives
• Committed to process improvement
• Previous experience with physicians and medical professionals preferred
• Self-motivation
• Organizational skills
• Strong problem solving skills
• Diplomacy skills, including confidentiality
• Ability to compile and prepare accurate data and reports
• Ability to prioritize and manage multiple tasks
• Ability to think and work independently with minimal supervision
• Verbal, written, and presentation skills
• Computer and database management skills, including proficient knowledge of Microsoft Office products such as Word, Excel, and PowerPoint

SPECIAL REQUIREMENTS:  

Some night and weekend meeting attendance required as needed. Attendance is also required at PAMED's House of Delegates meeting held over one weekend each year (October) in Hershey, PA. 

ESSENTIAL DUTIES:

1. Work in collaboration with Executive Office staff to ensure necessary BOT, HOD, and AMA minutes and reports are prepared and posted in a timely manner.
2. Work in collaboration with Executive Office staff to ensure the PAMED database accurately reflects the service of Board, House, and volunteer leaders.
3. Support the Executive Office team in preparing and distributing communications, including coordinating, and scheduling and preparing for meetings as needed.
4. Serve as the point person for preparing and monitoring solutions to frequently asked questions for the BOT, HOD and other volunteer leadership positions.
5. Collaborate to create and adhere to detailed timelines to ensure that all aspects of PAMED Exeuctive Office meetings and projects proceed in a timely manner. Collaborate in troubleshooting when a problem or potential problem arises.
6. Attend BOT, HOD, committee and task force meetings as assigned to take minutes and provide technical support.
7. Serve as the liaison between PAMED and other association partners as needed, such as county medical societies, including database management.
8. Assist Executive Office and Physician Support in clerical reporting including by not limited to expense reporting, mileage reimbursement, etc.
9. Assist Physician Support in the Innovation Grant management and administration.
10. Assist Physician Support in CME and Leadership Program administration.
11. Model company culture by advocating with a supportive attitude, educating people while respecting them and their ideas, and navigating using active listening skills.

ADDITIONAL DUTIES MAY INCLUDE:

Assist with coordination of other Executive Office, Physician Support, and PAMED initiatives, as well as other duties as may be requested or assigned.                                                      

PHYSICAL ACTIVITIES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sedentary work. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Hearing and speech to communicate in person, before groups, and over the telephone. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Operation of a motor vehicle, occasionally                                      

This PDQ accurately reflects the duties, qualifications, and other requirements of this position.

REVISION DATE: 03/11/2024

EOE - It is the policy of PAMED to ensure equal employment opportunity without discrimination or harassment based on race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, disability, marital status, veteran status, citizenship, genetic information, possession of a General Educational Development certificate as opposed to a high school diploma, or any other characteristic protected by applicable federal, state or local law. This commitment applies, but is not limited, to decisions made with respect to hiring, placement, compensation, benefits, promotions, demotions, transfers, terminations, layoffs, return from layoffs, administration of benefits, and all other terms and conditions of employment.