Coordinator, Programming & Intelligence Operations

American Hospital Association • Chicago, IL

19h • $46,000 - $70,000 • Hybrid

About The Position

The American Hospital Association (AHA) is a national organization that represents and serves all types of hospitals, health care networks, and their patients and communities. The AHA has two main offices, located in Washington, D.C., and Chicago. The AHA offers a flexible hybrid work schedule of three days in the office and two days working remotely. At the core of our mission, are our employees. At AHA, you will see that we work to give you autonomy, creating an environment that allows your experience and ideas to enhance our organization as we work to advance health in America. At AHA, you'll find support for your career through training and development programs and opportunities to expand your skills and knowledge. We'll help you reach your potential and advance your career by keeping you apprised of new job opportunities within our organization. The AHA team comes from a wide array of backgrounds and education across two U.S. offices and approximately 500 individuals. We are proud of our workforce and our commitment to equal opportunity for all, consistent with all applicable Federal anti-discrimination laws.

Requirements

• High School Diploma or Equivalent Required
• 3+ years Administrative support experience Required or Undergraduate education can be substituted for years of experience
• Knowledge of administrative procedures - Required
• Knowledge of customer service procedures - Required
• Intermediate Microsoft Office Suite experience (i.e., Outlook, Word, Excel and PowerPoint) - Required
• Ability to learn new technology - Required
• Ability to exercise sound decision-making and judgments in a variety of situations - Required
• Ability to maintain a high level of integrity, professionalism and confidentiality - Required
• Ability to foster collaborative communications, working relationships with colleagues, members, and external partners - Required
• Ability to meet deadlines and handle multiple tasks and prioritize - Required
• Ability to take initiative and focus on solutions - Required
• Ability to work independently as well as part of a team - Required

Nice To Haves

• Experience supporting more than one individual Preferred

Responsibilities

• Prepares letters and correspondence, meeting agendas, meeting minutes, project status reports and other presentations and reports as required and on behalf of leadership team.
• Tracks status of action items, following up with internal and external parties as needed to ensure completion in a timely manner.
• Maintains the complex calendars of assigned members of the leadership team.
• Schedules and confirms appointments, meetings and conference calls.
• Handles logistics for both onsite and offsite meetings, including but not limited to: arranging for meeting rooms or facilities; audio visual equipment and support; food and beverage; and visitor registration and greeting.
• Develops registration forms and manages registration lists, name badges and registration and attendance reporting for large meetings and events.
• Provides customer support related to large meetings and events, including answering inbound calls and emails; confirming and/or entering registration information; and handling onsite registration.
• Arranges travel for assigned members of the leadership team that includes flight, car and hotel reservations that are in alignment with vice presidents’ preferences.
• Gathers all receipts, prepares and submits expense reports within 30 days of travel.
• Collaborates with colleagues and other AHA departments in order to complete work effectively.
• Performs other duties as assigned.

Benefits

• We offer an excellent total compensation package, which includes medical/dental coverage (PPO/HMO), vision care, life insurance, short- and long-term disability plans, 401(k), tuition reimbursement, PTO/holidays/health days, wellness programs, and more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED