Senior Staff Assistant II (Hybrid)

American Medical Association • Chicago, IL

11d • Hybrid

About The Position

The Senior Staff Assistant II supports efficient Physician Satisfaction (PS2) business operations, including contract administration and vendor and contractor payments. The position also provides administrative support to PS2 leadership and staff across the Center for Analytics and Insights (CAC) business units, including PS2, Strategic Insights, and the Ed Center. This is a hybrid role based in the AMA’s Chicago office, with three days per week in the office, and is non-exempt. The hourly pay range is $31.69 to $42.06, and employees are eligible to participate in an incentive plan.

The role coordinates agreements and payment processes, tracks contract and purchase-order information, supports budgeting and financial planning, and helps monitor Corporate Review Team applications. It also coordinates onboarding and office-space needs, maintains administrative guides, and assists with expense reports, travel, calendars, meetings, and project coordination in Asana. Other responsibilities may be assigned.

Requirements

• High school graduation is required.
• At least five years of experience in an administrative position or related work experience.
• Strong interpersonal skills and ability to work effectively with people from varying disciplines and areas of expertise.
• Ability to manage time, prioritize work, and multitask across assignments, while maintaining attention to detail and meeting deadlines under a high workload.
• Ability to independently undertake and complete complex, detailed administrative projects.
• Ability to work effectively both as part of a team and independently.
• Excellent business writing skills and understanding of business methods and administrative systems, including budgets.
• Strong sense of confidentiality, discretion, and ability to make independent judgments.
• Solid verbal and written communication skills.

Nice To Haves

• Associate’s or bachelor’s degree strongly preferred.
• Proficiency using Asana preferred.

Responsibilities

• Coordinate operational and administrative activities across CAC business units, including PS2, Strategic Insights, and the Ed Center, to support efficient operations and consistent processes.
• Coordinate PS2 agreement execution with the Office of General Counsel (OGC), Finance, and external vendors.
• Maintain a contract database tracking expiration dates, payment due dates, and historical information, and provide reports on contract execution and payment collection status.
• Improve the contract process by identifying efficiencies and improving communication.
• Process PS2 payments for invoiced services acquired through agreements.
• Monitor invoices and established purchase orders to ensure adequate funds remain throughout the agreement term.
• Work with Finance to adjust purchase orders when required.
• Assist with PS2 budget tracking, financial analysis, and planning.
• Assist with monitoring Corporate Review Team (CRT) applications.
• Coordinate onboarding for new staff and PS2 space requirements.
• Maintain onboarding and administrative guides.
• Provide administrative support to leadership and staff across CAC business units as assigned by the supervisor.
• Prepare and submit expense reports in Concur.
• Coordinate travel arrangements, maintain calendars, and schedule meetings with internal and external colleagues.
• Coordinate projects in Asana to help meet departmental goals.
• Perform other responsibilities as assigned.

Benefits

• Employees are eligible to participate in an incentive plan. The job posting refers applicants to the AMA’s benefits offerings but does not specify the benefits.

What This Job Offers

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