Staff Assistant II

American Medical Association; Washington (District of Columbia); Hybrid; USD 35,000 - 45,000; Full time

Job summary

The American Medical Association in Washington, DC is seeking a Staff Assistant II on the Advocacy team in a hybrid role requiring three days in the office.

You will provide general administrative support to the Office of the Vice President, three Divisions, and the Political Affairs team, handling scheduling, correspondence, materials, and meeting logistics while upholding confidentiality and accuracy.

Qualifications

• High school diploma required; Bachelor’s degree preferred.
• 2+ years’ administrative or related work experience.
• Strong communication skills, both verbal and written.
• Meeting planning and coordination experience.
• Understanding of business methods and administrative systems including budgets.
• Proficiency in Windows 10 and Office 365 including Teams and Zoom.

Responsibilities

• Performs routine general administrative functions for the Advocacy team.
• Maintains AMPAC Board and Federation contact lists and uploads email lists.
• Orders supplies and maintains supply/copy room.
• Maintains Division calendar for travel and meetings; handles deadlines.
• Schedules conference calls and assists with meeting planning; distributes materials.
• Screens calls and provides telephone support for VP, directors and staff; covers lunch/vacation periods.
• Produces materials: spreadsheets, presentations, correspondence, agendas, reports; edits for errors.

Skills

Communication skills

Meeting planning

Teamwork

Confidentiality

Proofreading

Office 365 & Zoom/Teams

Attention to detail

Administrative experience

Education

High school diploma

Bachelor’s degree preferred

Tools

Microsoft Office 365

Teams

Zoom

Windows 10

Job description

Washington, D.C.

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 Washington D.C. for a Staff Assistant II (Hybrid) on our Advocacy team. This is a hybrid position reporting into our Washington, DC office, requiring 3 days a week in the office. 25 Massachusetts Avenue, NW, Washington, DC 20001-7400 USA

This role will provide general administrative support and assistance to the Office of the Vice President, three Divisions, and Accounting of the Political Affairs team in Advocacy.

RESPONSIBILITIES:

Administrative Support

• Performs routine general administrative functions for the Advocacy team as need
• Maintains AMPAC Board and Federation contact lists and responsible for uploading email lists
• Responsible for ordering supplies and maintaining supply/copy room
• Maintain the Division calendar for travel and in-house meetings, and administrative deadlines
• Schedules conference calls and helps with meeting planning; assembles and distributes departmental materials via mail and/or e-mail
• Screen phone calls and provides telephone support for the office of the Vice President, directors and staff; assists with needed phone coverage during lunch breaks, sick days, and vacation days
• Produces a variety of materials including spreadsheets, presentations, correspondence, agendas, and reports.
• Edits materials correcting errors in spelling, punctuation, and grammar

Programmatic Administrative Support

• Drafts Board timelines with supervisor and prepares AMPAC Board materials for board meetings, including the production and shipping/mailing of materials
• Assists with some communication to the Federation and updates State Medical Society and PAC Roster and distributes on a regular basis
• Provides AMPAC Membership processing support as needed, including inputting information into the Aristotle membership system for AMPAC’s gift fulfillment and assists with RSVP’s for AMPAC events
• Assists Manager of Political Education Programs with assembling materials for programs and contacting program participants as needed
• Assists accounting with preparation and mailing of campaign contribution checks
• Assists Manager of Political Education Programs with assembling materials for programs and contacting program participants as needed

May Include Other Responsibilities As Assigned

REQUIREMENTS:

• High school diploma required; Bachelor’s degree preferred
• Minimum 2+ years’ experience of administrative or related work experience required
• Strong communication skills required including both verbal and written; able to proof documents
• Meeting planning and coordinating experience/skills required
• Understanding of business methods and administrative systems including budgets
• Proficiency in Windows 10 and Office 365 required. including Teams and Zoom is required
• Demonstrated ability to work in a team setting as well as independently
• Demonstrated ability to exercise confidentiality and discretion
• Good attention to detail while working under pressure

This role is a non-exempt position and the hourly range for this position is $25.16- $32.83. This is the lowest to highest rate 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, geographical location, as well as candidate qualifications, such as skills, education, and experience. Employees are also eligible to participate in an incentive plan.

The AMA offers competitive salaries, including an incentive plan and excellent benefits. Our office is a business casual environment, and we respect work-life balance. The American Medical Association is located near Union Station and the Capitol in Washington D.C. 25 Massachusetts Avenue, NW, Washington, DC 20001-7400 USA

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