Address
Form of workIHO Supervisor Administrative StaffChicago, 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. The Improving Health Outcomes (IHO) team within AMAsupports health care organizations, physicians, care teams and the patientsthey serve to prevent cardiovascular disease, with an initial focus onhypertension.
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 Supervisor Administrative Staff on our Improving Health Outcomes team. This is a hybrid position reporting into our Chicago, IL office, requiring 3 days a week in the office.
As the Supervisor Administrative Staff you will provide Executive Administrative operations support for the GVP office, the VP Health Outcomes office, and other IHO leaders; coordinate all administrative operations for the large IHO Business Unit; supervise all IHO staff assistants; manage special projects.
RESPONSIBILITIES:
Administrative Support
• Schedule meetings, manage calendars, arrange travel, and process expenses; proactively anticipate issues and resolve. Act as the administrative point of contact between the executives and internal/external clients.
• Collaborate with colleagues at IHO partner organizations to facilitate successful collaboration among executives.
• Assist with communications-related activities, such as maintaining relevant distribution lists, producing email correspondence, and drafting presentations and meeting agendas.
• Review time entry and expense reports submitted by GVP's and VPs' direct reports and ensure compliance with AMA policies on behalf of GVP and VPs.
• Support the development of high-quality materials, including Board correspondence and IHO-developed Board reports, to ensure compliance with AMA and IHO processes.
• Maintain confidential records, as requested.
• Prioritize and manage timely completion of multiple deadlines, with minimal supervision.
Administrative Operations
• Assist with the coordination of candidate interviews and new employee arrival to ensure positive and efficient exposure to IHO.
• Establish procedures for Administrative support during vacations, other time away from office.
• Establish and oversee IHO policy related to catering and food/drink choices at IHO events.
• Order office supplies for IHO team members in line with AMA policies.
• Serve as a liaison between senior leaders and direct reports by shepherding contracts, purchase orders and other documents requiring executive approval to ensure compliance with AMA standards.
People Management
• Manage all IHO Staff Assistants, which includes mentoring and educating assigned staff, ensuring they are integrated into work and discussions across the Business Unit.
• Set direction, objectives, and project priorities for Administrative Staff.
• Evaluate staff performance monthly, schedule regular one-on-one meetings and regular Administrative group meetings.
• Identify where training and/or new skill-building is needed and recommend options.
• Problem solve in a timely fashion, with appropriate follow-up and escalation of issues.
Special Projects
• As assigned, and may include identifying and coordinating activities to continually improve communication, collaboration, and transparency across IHO, other AMA Business Units, and/or external groups.
May include other responsibilities as assigned
REQUIREMENTS:
1. High school diploma required; Bachelor's degree preferred.
2. Minimum 5 years' experience in administrative management required.
3. Ability to supervise, evaluate, train, and develop staff; prior staff management experience preferred.
4. Ability to interface effectively with people of varying disciplines and expertise, including senior-level management.
5. Ability to prioritize and meet deadlines in a fast-paced, quickly changing environment.Highly organized self-starter with excellent time management skills; able to organize multiple/concurrent projects, handle ambiguity and respond effectively to changing or competing priorities.
6. Excellent interpersonal and communication skills to interact with all levels of management and external partners.
7. Strong proofreading skills and attention to detail with quantitative and verbal deliverables.
8. Sound judgment in identifying issues, recommending resolutions, and escalating for management attention.
9. Strong sense of confidentiality and a demonstrated ability to exercise discretion.
10. Proficient in software programs such as Microsoft Word, Excel, PowerPoint, and Outlook; prior experience utilizing PowerPoint to refine executive-level presentations preferred.
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
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. The Improving Health Outcomes (IHO) team within AMAsupports health care organizations, physicians, care teams and the patientsthey serve to prevent cardiovascular disease, with an initial focus onhypertension.
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 Supervisor Administrative Staff on our Improving Health Outcomes team. This is a hybrid position reporting into our Chicago, IL office, requiring 3 days a week in the office.
As the Supervisor Administrative Staff you will provide Executive Administrative operations support for the GVP office, the VP Health Outcomes office, and other IHO leaders; coordinate all administrative operations for the large IHO Business Unit; supervise all IHO staff assistants; manage special projects.
RESPONSIBILITIES:
Administrative Support
• Schedule meetings, manage calendars, arrange travel, and process expenses; proactively anticipate issues and resolve. Act as the administrative point of contact between the executives and internal/external clients.
• Collaborate with colleagues at IHO partner organizations to facilitate successful collaboration among executives.
• Assist with communications-related activities, such as maintaining relevant distribution lists, producing email correspondence, and drafting presentations and meeting agendas.
• Review time entry and expense reports submitted by GVP's and VPs' direct reports and ensure compliance with AMA policies on behalf of GVP and VPs.
• Support the development of high-quality materials, including Board correspondence and IHO-developed Board reports, to ensure compliance with AMA and IHO processes.
• Maintain confidential records, as requested.
• Prioritize and manage timely completion of multiple deadlines, with minimal supervision.
Administrative Operations
• Assist with the coordination of candidate interviews and new employee arrival to ensure positive and efficient exposure to IHO.
• Establish procedures for Administrative support during vacations, other time away from office.
• Establish and oversee IHO policy related to catering and food/drink choices at IHO events.
• Order office supplies for IHO team members in line with AMA policies.
• Serve as a liaison between senior leaders and direct reports by shepherding contracts, purchase orders and other documents requiring executive approval to ensure compliance with AMA standards.
People Management
• Manage all IHO Staff Assistants, which includes mentoring and educating assigned staff, ensuring they are integrated into work and discussions across the Business Unit.
• Set direction, objectives, and project priorities for Administrative Staff.
• Evaluate staff performance monthly, schedule regular one-on-one meetings and regular Administrative group meetings.
• Identify where training and/or new skill-building is needed and recommend options.
• Problem solve in a timely fashion, with appropriate follow-up and escalation of issues.
Special Projects
• As assigned, and may include identifying and coordinating activities to continually improve communication, collaboration, and transparency across IHO, other AMA Business Units, and/or external groups.
May include other responsibilities as assigned
REQUIREMENTS:
1. High school diploma required; Bachelor's degree preferred.
2. Minimum 5 years' experience in administrative management required.
3. Ability to supervise, evaluate, train, and develop staff; prior staff management experience preferred.
4. Ability to interface effectively with people of varying disciplines and expertise, including senior-level management.
5. Ability to prioritize and meet deadlines in a fast-paced, quickly changing environment.Highly organized self-starter with excellent time management skills; able to organize multiple/concurrent projects, handle ambiguity and respond effectively to changing or competing priorities.
6. Excellent interpersonal and communication skills to interact with all levels of management and external partners.
7. Strong proofreading skills and attention to detail with quantitative and verbal deliverables.
8. Sound judgment in identifying issues, recommending resolutions, and escalating for management attention.
9. Strong sense of confidentiality and a demonstrated ability to exercise discretion.
10. Proficient in software programs such as Microsoft Word, Excel, PowerPoint, and Outlook; prior experience utilizing PowerPoint to refine executive-level presentations preferred.
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
