Senior Staff Assistant II (Hybrid)

American Medical Association; Chicago (IL); Hybrid; USD 44,000 - 58,000; Full time

Benefits offered by this job

Incentive plan

Job summary

American Medical Association in Chicago, IL, seeks a Senior Staff Assistant II for a hybrid role on the Physician Satisfaction team. The role supports PS2 operations, contract administration, and vendor payments, with 3 days in the office weekly.

Responsibilities include onboarding, calendar management, expense reports via Concur, travel coordination, and Asana project coordination to meet departmental goals.

Qualifications

• Strong interpersonal and communication skills.
• Demonstrated ability to manage time and multitask.
• Attention to detail and ability to work under tight deadlines.
• Proficiency with business writing and administrative systems.

Responsibilities

• Coordinate CAC PS2 operations and vendor/contractor payments.
• Support budget tracking, financial analysis, and planning for PS2.
• Assist with onboarding, space planning, and administrative guides.
• Prepare expense reports, coordinate travel, and schedule meetings.

Education

High school graduate

Associate's degree

Bachelor's degree

Tools

Asana

Job description

Senior Staff Assistant 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 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 Senior Staff Assistant II (Hybrid) on our Physician Satisfaction team. This is a hybrid position reporting into our Chicago, IL office, requiring 3 days a week in the office.

As a Senior Staff Assistant II, you will support efficient PS2 business operations,
including contract administration and vendor/contractor payments. Provides
administrative support for PS2 leadership as assigned by supervisor.

RESPONSIBILITIES:

Operations Coordination

• Provides operational and administrative coordination across CAC business units, including PS2, Strategic Insights, and the Ed Center, to support efficient operations and consistent processes.
• Coordinates PS2 execution of agreements efficiently and accurately through effective collaboration with OGC, Finance, and external vendors.
  Maintains a database of contracts to track expiration dates, payment due dates, and other historical data to provide reports of contract execution and payment collection status.
• Continuously improve the contract process to identify efficiencies and improve communication.
• Process payments required of PS2 when invoiced for services acquired through agreements.
• Maintain established purchase orders per agreements with operating costs by monitoring receipt of monthly, quarterly, and annual invoices, thereby ensuring the assigned purchase order has enough money throughout the term of the agreement.
• Work with the Finance team to adjust Purchase Orders when required.
• Assist with PS2 budget tracking, financial analysis, and planning.
• Assist with monitoring of Corporate Review Team (CRT) applications.

Administrative Support

• Coordinates the onboarding of new staff and space requirements for PS2.
• Maintains onboarding and administrative guides.
• Provides administrative support to leadership and staff across CAC business units, including PS2, Strategic Insights, and the Ed Center, as assigned by the supervisor.
• Responsibilities include preparing and submitting expense reports in Concur, coordinating travel arrangements, maintaining calendars, and scheduling meetings with internal and external colleagues.
• Coordinate projects in Asana to help with meeting departmental goals.

May include other responsibilities as assigned

REQUIREMENTS:

1. High school graduate required; Associate's or Bachelor's degree strongly preferred
2. 5+ years of experience in an administrative position or related work experience required.
3. Strong interpersonal skills with the ability to interface effectively with people of varying disciplines and expertise.
4. Demonstrated ability to effectively manage time, prioritize work, and multitask across many assignments; detail- and task-oriented, with the ability to function effectively under tight deadlines and high workload, and execute deliverables on time and effectively as a team member.
5. Demonstrated ability to independently undertake and complete complex and detailed administrative projects. Demonstrated ability to function effectively in a team setting as well as independently.
6. Excellent business writing skills and a demonstrated understanding of business methods and administrative systems, including budgets.
7. Strong sense of confidentiality and a demonstrated ability to exercise discretion and make independent judgments.
8. Proficiency using Asana preferred.
9. Solid communication skills, both verbal and written.

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 a non-exempt position, and the hourly range for this position is $31.69-$42.06. 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