Senior Staff Assistant II; Hybrid

Senior Staff Assistant II (Hybrid)

Chicago, IL

The American Medical Association (AMA) isthe 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 tosocial 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 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.

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.

• 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