Staff Assistant Iii (Remote)

Remote- 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 for a remote Staff Assistant III on our Health Science & Ethics team. As a Staff Assistant III you will. support the AMA’s United States Adopted Names (USAN) Health, Science & Ethics area by providing comprehensive administrative support to the senior leader and staff for one or more USAN team areas and assisting in special projects. This role is pivotal in ensuring efficient departmental operations and assisting with the planning and execution of USAN Council meetings.

RESPONSIBILITIES:

Administrative Support to USAN

• Schedule meetings and coordinate complex calendars efficiently, and with great attention to detail.
• Maintain office files and contact lists, and complete INN, manufacturer, and USAN Council Correspondence.
• Discuss design, recommend, and implement (where approved) Staff Assistant materials to streamline processes across divisions.
• Prepare and process expense reports including collection and retrieval of receipts and other supporting documentation in accordance with the AMA expense reporting policy.
• Respond directly to USAN applicant inquiries, and send corresponding USAN acknowledgement and adoption letters to applicants.

USAN Council Meeting Participation

• USAN Council meeting planning (including meal planning and hotel arrangements) and execution with budget reconciliation.
• Interface and coordinate efforts with other areas of the AMA (e.g., IT, Reprographics, Finance, and Meeting Services).
• Preparation of meeting books. digital dissemination of meeting materials (negotiation, ballot, and agenda books) to Council Members.

May include other responsibilities as assigned

REQUIREMENTS:

• Associate’s degree required; bachelor’s degree preferred.
• Minimum three years of related work experience required.
• Strong interpersonal skills: ability to interface effectively with people of varying disciplines and expertise.
• Demonstrated ability to effectively manage time, prioritize work, and multi-task across many assignments; detail and task-oriented, with the ability to function effectively under tight deadlines with high workload, execute deliverables on time, and collaborate effectively as a team member.
• Strong sense of confidentiality and a demonstrated ability to exercise discretion and make independent judgments.
• Solid communication skills, both oral and written. Experience drafting correspondence. Superior proofreading skills and attention to detail.
• Experience with administration of communications and marketing projects helpful, including working with consultants and other vendors.
• Advanced level experience using Microsoft Office Software Suite (Word, Excel, Access, PowerPoint, SharePoint, and Outlook) required.
• Experience with administrative systems and policy processes is required and willingness to learn and develop new skills.
• Occasional travel to off-site meetings.

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