Program Specialist II; Hybrid

Program Specialist II (Hybrid)

Chicago, IL

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.

• 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.

• 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.

• 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.

• 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.