Program Administrator

Association Management Center; Schaumburg (IL); Hybrid; USD 34,000 - 35,000; Part time

Job summary

Association Management Center (AMC) is seeking a part-time Program Administrator (20 hours per week) to support REACH 2.0, a federally funded grant mentoring program for medical students, residents, and fellows in addiction medicine and addiction psychiatry. The role involves coordinating activities, communications, payments, and surveys.

This position collaborates with ACAAM staff, vendors, volunteers, and program participants.

Qualifications

• Associate’s degree. Equivalent combination of education and at least two years of administrative or office support experience will be considered.
• Minimum of one year of experience working in a higher education, nonprofit, or association environment preferred.
• Proficiency with Microsoft Office Suite, Adobe Acrobat, and Zoom required; experience with Canva is a plus.
• Experience with REDCap or a similar database management system preferred.
• Experience supporting government-funded grants or programs is highly desirable.
• Experience with volunteer management preferred.
• Physical: This role is primarily desk-based and involves extended computer use, including typing, data review, and virtual communication. Occasional light lifting may be required.
• Travel: Ability to travel out of state and overnight 1-3 times per year by all modes of transportation including car, plane, and train.

Responsibilities

• Provide administrative support to the Program Director and Program Manager.
• Schedule meetings, develop agendas, take minutes, and maintain records of administrative documents
• Process check requests, payments and invoices, and code credit card transactions monthly and monitor payments to ensure timely disbursement.
• Support event planning and logistics for in-person workshops and monthly virtual educational activities
• Learn and use survey and data collection tools such as REDCap, to help create, send, and track program surveys.
• Monitor and respond to email and phone inquiries, route questions to appropriate team members, and follow up to ensure resolution of inquiries
• Support the development and delivery of communication, marketing, and engagement strategies

Skills

Customer Service

Time Management

Problem Solving

Cultural Responsiveness

Continuous Learning

Adaptability

Education

Associate degree

Tools

Microsoft Office Suite

Adobe Acrobat

Zoom

Canva

REDCap

Job description

Association Management Center (AMC) is a trusted partner to more than 23 leading health and science associations and professional societies. Our talented team of more than 150 professionals provides the day-to-day operational management our clients need to achieve their business goals. We are proud to support our clients in the impactful work they do and to create a workplace in which all are welcomed and celebrated for the diverse skills, experiences, and backgrounds they bring. At AMC, you’ll join a dynamic team of collaborative, innovative, and supportive professionals and have the opportunity to "Achieve What You Believe."

About The Role

The Program Administrator (part-time, 20 hours) supports the day-to-day coordination of REACH 2.0, a federally funded grant mentoring program for medical students, residents, and fellows to develop clinical and leadership skills in the field of addiction medicine and addiction psychiatry. Through this program participants develop the skills, confidence, and professional networks needed to succeed in their career goals. This role assists with program activities, communications, meetings, payments, and surveys. The position works closely with American College of Academic Addiction Medicine (ACAAM) staff, vendors, medical directors (sub-grantees), volunteers, and program participants. The position is completely grant funded.

This is a part-time role (20 hours per week), Monday through Friday, with occasional travel required.

Responsibilities:

• Provide administrative support to the Program Director and Program Manager.
• Schedule meetings, develop agendas, take minutes, and maintain records of administrative documents
• Process check requests, payments and invoices, and code credit card transactions monthly and monitor payments to ensure timely disbursement.
• Support event planning and logistics for in-person workshops and monthly virtual educational activities
• Learn and use survey and data collection tools such as REDCap, to help create, send, and track program surveys.
• Monitor and respond to email and phone inquiries, route questions to appropriate team members, and follow up to ensure resolution of inquiries
• Support the development and delivery of communication, marketing, and engagement strategies

Requirements:

• Associate’s degree. Equivalent combination of education and at least two years of administrative or office support experience will be considered.
• Minimum of one year of experience working in a higher education, nonprofit, or association environment preferred.
• Proficiency with Microsoft Office Suite, Adobe Acrobat, and Zoom required; experience with Canva is a plus.
• Experience with REDCap or a similar database management system preferred.
• Experience supporting government-funded grants or programs is highly desirable.
• Experience with volunteer management preferred.
• Physical: This role is primarily desk-based and involves extended computer use, including typing, data review, and virtual communication. Occasional light lifting may be required. AMC provides reasonable accommodations to support employees in performing the essential functions of the role.
• Travel: Ability to travel out of state and overnight 1-3 times per year by all modes of transportation including car, plane, and train.

Key Skills and Competencies:

• Customer Service - strong customer service orientation and enjoys interacting with a variety of professionals
• Time Management & Organization - Ability to manage and prioritize multiple deadlines and projects at once
• Problem Solving - Approaches work proactively with a solution orientation
• Cultural Responsiveness - Ability to work respectfully and effectively with people from varied backgrounds and support program goals related to access, belonging, and equitable participation.
• Continuous Learning - Openness to learning and navigating multiple web-based programs either through self-study or training provided.
• Adaptability - Ability to contribute effectively in collaborative settings, take initiative when working on individual tasks, and pivot if a project scope changes.

Why You’ll Love It Here:

AMC was founded on the core values of Integrity, Accountability, Collaboration, Excellence, and Innovation. Employees will enjoy being part of a team that embraces a high-performance culture and fosters accountability, personal growth and client success.

Compensation:

• $24.50-$25.00 per hour. Within this range, individual pay is determined by relevant factors, including job-related skills, experience, market data, work location, and education or training.

Location:

• This is a hybrid role based in Schaumburg, IL. Employees within 50 miles are expected onsite approximately one day per month, with occasional additional visits as needed. Candidates residing more than 50 miles away may be considered for remote work, depending on business needs and location eligibility.
• Applicants must be based in the U.S. and authorized to work full time now and in the future. AMC is unable to sponsor employment authorization.

Disclaimer

The statements above are intended to describe the general nature and level of work performed in this role. They are not intended to be an exhaustive list of all required responsibilities, duties, or skills.

Association Management Center is an equal opportunity employer. We are committed to building a diverse team in which all employees are welcomed, valued and respected for their individual strengths, perspectives, and contributions.