Senior Staff Assistant II (Hybrid)

American Medical Association•Chicago, IL

12d•$32 - $42•Hybrid

About The Position

The American Medical Association is hiring a Senior Staff Assistant II for its Physician Satisfaction team. This hybrid position is based in the AMA’s Chicago office and requires three days per week in the office. The role supports efficient PS2 business operations, including contract administration and vendor and contractor payments, and provides administrative support to PS2 leadership as assigned by the supervisor. The position coordinates operational and administrative processes across CAC business units, including PS2, Strategic Insights, and the Ed Center. It supports agreement execution, contract and payment tracking, purchase-order maintenance, budget tracking, financial analysis, and planning. It also coordinates onboarding and space requirements, maintains administrative guides, supports leadership and staff, and coordinates travel, expenses, calendars, meetings, and projects. The AMA describes itself as a nonprofit professional association of physicians with a mission to promote the art and science of medicine and the betterment of public health. It states that it fosters an inclusive, people-first culture, supports employee professional development, and is dedicated to social responsibility. The position is non-exempt, with an hourly range of $31.69–$42.06, and employees are eligible to participate in an incentive plan. The AMA is an equal opportunity employer.

Requirements

High school graduation is required.
At least 5 years of experience in an administrative position or related work experience.
Strong interpersonal skills and ability to interact effectively with people from varying disciplines and areas of expertise.
Ability to manage time, prioritize work, and multitask across assignments; attention to detail and tasks; ability to work effectively under tight deadlines and heavy workloads, meet deliverables, and contribute as a team member.
Ability to independently undertake and complete complex, detailed administrative projects, and to work effectively both independently and in a team.
Excellent business writing skills and demonstrated 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 is strongly preferred.
Proficiency using Asana is preferred.

Responsibilities

Coordinate operations and administrative processes across CAC business units, including PS2, Strategic Insights, and the Ed Center.
Coordinate PS2 agreement execution in collaboration with OGC, Finance, and external vendors.
Maintain a contract database tracking expiration dates, payment due dates, historical information, and contract execution and payment collection status.
Improve the contract process to identify efficiencies and improve communication.
Process PS2 payments for invoiced services acquired through agreements.
Monitor monthly, quarterly, and annual invoices and maintain purchase orders so they have sufficient funds 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 of new PS2 staff and their 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.