Receptionist/Hr Administrative Assistant

Receptionist/HR Administrative Assistant (Internal Title is Staff Assistant II)

Chicago, IL  

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 Staff Assistant II on our HR team. This is a  position reporting into our Chicago, IL office, requiring 5 days a week in the office.  

As a Staff Assistant II; you will supporta broad portfolio of activities to ensure smooth and efficient businessoperations for the HR Team.  Coordinatewith the Manager, HR Operations to provide excellent customer service toclients across the enterprise, responsible for the AMA reception desk.  Also, supports the Talent Acquisition Team ininterview scheduling. 

RESPONSIBILITIES:

 CustomerService/Reception

• Conductreceptionist duties on 47th floor by greeting visitors, passing out andcollecting visitor badges.
• Serve as the "face of HR," routing emails to the correct point person, triaging the HR Proxy box, and answering phone queries and providing other customer support as needed.
  

Administrative Support

• Provide administrative support to HR workstreams: expense management reimbursement, insurance billing, procurement, invoices and maintaining ancillary reports.
  Provide back-up support on change letter and end-of-employment agreements.
• Process/delivermail (includes scanning confidential mail) to the HR team.
• Schedule, plan and coordinate planning for all-hands and other team and enterprise meetings/activities.
• Administer and manage calendars for the general HR team for events and employee PTO requests. 
• Create and maintain electronic and physical filing systems and employment records.
• Ensure office supply levels are appropriately maintained.
• Maintain floor planning and space management for internal HR staff changes. Ensure safety and regulatory posting are current for all locations.  Create and maintain current procedural and process documentation.
  

Interview Scheduling

• Assist with interview scheduling for posted positions recruited by AMA's internal Talent Team, including tracking, scheduling, confirming interviews and providing support documentation.
  

May include other responsibilities as assigned  

REQUIREMENTS:

• Associates or highschool degree required. Bachelor's degree in Human Resources or Business Administration preferred.
• Minimum 3+ years demonstrated experience in complex and detailed administrative projects working in a fast-paced environment.
• Able to concurrentlywork on multiple tasks, with competing deadlines.
• Able to problem solve, strong verbal and written communication skills required.
• Excellent customer support skills, and a friendly, service-oriented demeanor and approach to work, required.
• Demonstrated experience in working independently, with minimal supervision and ability toexercise discretion and work with confidential information.
• Demonstrated experience in working collaboratively and in team settings.  
• Must be totake ownership of processes/assignments from start to finish.
• Proficiency in Microsoft Office Suite (Word, PP, Excel, Outlook) required,understanding of operational systems and administrative systems andcomfortable learning new systems/databases.

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