Program Specialist II (Hybrid)

American Medical Association; Chicago (IL); On-site; USD 74,000 - 98,000; Full time

Job summary

American Medical Association seeks a Program Specialist II (Hybrid) in our Chicago, IL office. You will support the Marketing & Membership Experience team with project planning, meeting coordination, and process improvement, combining admin tasks with strategic program tasks.

The role requires a Bachelor's degree and at least 3 years in program management, with strong communication skills and proficiency in Office apps, SharePoint, and collaboration tools like Asana, Cvent, and CrowdCompass.

Qualifications

• Bachelor's degree in relevant discipline is required.
• Minimum of 3 years in a program/project management role or related field.
• Ability to manage time, prioritize, and multi-task under tight deadlines.
• Strong written and oral communication skills for executive-level briefs.
• Proficiency in Microsoft Office suite and collaboration tools (SharePoint, OneDrive, Outlook).
• Experience with Asana and web-based survey tools (Cvent/CrowdCompass) preferred.

Responsibilities

• Coordinate multiple project work plans and timelines with cross-department leads.
• Document activities and outcomes; generate useful reports for stakeholders.
• Prepare meeting materials and provide on-site support forAMA events.
• Manage communications, inquiries, and updates to Section members and leaders.
• Assist with education program planning, elections administration, and meeting operations.
• Develop and optimize workflows by integrating technology and dashboards.

Education

Bachelor's degree in relevant discipline

Tools

Microsoft Word

Microsoft Excel

PowerPoint

SharePoint

OneDrive

Outlook

Asana

Cvent

CrowdCompass

Job description

Program Specialist II (Hybrid)

Chicago, IL

The American Medical Association (AMA) is the nation's largest professional Association of physicians and a non-profit organization. We are 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.

At AMA, our mission to improve the health of the nation starts with our people. We foster an inclusive, people-first culture where every employee is empowered to perform at their best. Together, we advance meaningful change in health care and the communities we serve.

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 Program Specialist II (Hybrid) on our Marketing & Membership Experience team. This is a hybrid position reporting into our Chicago, IL office, requiring 3 days a week in the office.

This role is responsible for contributing to the
development and effectiveness of the AMA Sections by assisting the Director in
implementing projects assigned to the unit with emphasis on project management
and administrative support. Assigned projects include Assembly and Governing
Council (GC) meeting planning, program development, documenting processes,
establishing measurable timelines and milestones, centralization and
simplification of credentialing processes, and standardization of GC election
materials and processes.

RESPONSIBILITIES:

Project Management and Coordination of Section Team Initiative

• Coordinate multiple project work plans and timelines through collaborative relationships with cross-departmental leads, and external partners, to ensure timely and accurate implementation and follow through.
• Ensure team members and leadership awareness of key/critical issues impacting projects and have shared accountability for implementing solutions. Document activities and outcomes in useful reporting structures.
• Communicate with Section team members on a regular basis, including updating the online presence of constituency groups, create general correspondences to reply to member inquiries, respond to telephone and email inquiries, and developing other communications as assigned.
• Work with Section team leads and policy analysts to implement, coordinate and evaluate program tasks and overall project plans.
• Support administrative functions (planning of education programs, administration of elections, etc.) directly related to the operations of the AMA Sections Assembly and Governing Council meetings, Standing Committees, Board of Trustees, and special projects, as assigned.

Coordinate Events and Communication with Collaborators

• Gather and prepare meeting materials and provide on-site assistance for meetings. Develop and coordinate production of meeting materials. Assist in the creation and updating of Excel spreadsheets for registration, summarization of event surveys, and managing the appointment and election process.
• Maintain multiple web-based platforms for content and document management, as well as provide content for Section web pages and collateral materials.
• Manage material production, audio/visual needs, travel and lodging, and other activities required to successfully conduct a well-organized event/presentation.
• Provide support to Director, Governing Council members, committee representatives, and other members, including helping with travel arrangements, expense reimbursement etc.

Design and Improve, Reports and Workflows

• Populate, and manage tracking spreadsheets, reporting databases, dashboards, and/or surveys.
• Add efficiency to workflows by integrating technology and streamlining processes.
• Assist Director with project management across the Member Section programs, which serves to: document processes, provide measurable timelines and milestones, and create linkage to budget performance.

Collaboration and Teamwork

• Effectively support all projects assigned by gathering requirements, developing solutions, and providing collaborative support to Section team and other AMA functional areas.
• Respond to requests in clear, professional and timely manner.
  

May include other responsibilities as assigned

REQUIREMENTS:

1. Bachelor's degree in relevant discipline required.

2. 3 years minimum experience in a program/project management role or relevant field required.

3. Ability to effectively manage time, prioritize work, and multi-task across many assignments concurrently; detail and task-oriented, and the ability to function effectively under tight deadlines and high-volume workloads.

4. Ability to interface effectively with people of varying disciplines, backgrounds, and expertise and contribute to a positive working environment.

5. Strong written and oral communication skills, and experience with executive-level communication.

6. Proficient in use of Microsoft Office applications including, Word, Excel, PowerPoint, as well as SharePoint, OneDrive, and Outlook. Experience with Asana and web-based survey development tools preferred; specifically, Cvent | CrowdCompass.

7. Travel and extended hours, including nights and weekends, as business demands dictate, required.

The American Medical Association is located at 330 N. Wabash Avenue, Chicago, IL 60611 and is convenient to all public transportation in Chicago.

This role is an exempt position, and the salary range for this position is $74,160- $98,318. This is the lowest to highest salary we believe we would pay for this role at the time of this posting. An employee's pay within the salary range will be determined by a variety of factors including but not limited to business consideration and geographical location, as well as candidate qualifications, such as skills, education, and experience. Employees are also eligible to participate in an incentive plan. To learn more about the American Medical Association's benefits offerings, please click here.

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