Supvervisor, Administrative Staff

Company: American Medical Association
Location: Washington
Posted on: January 26, 2023

Job Description:

Supervisor, Administrative
Staff
Washington, D.C. (Hybrid)

The American Medical Association (AMA) is the 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.

We continuously work to embed equity in our internal practices and are committed to increasing the diversity of our staff across all levels of the organization. We intentionally work to create the right conditions to enable our employees to feel that they can be their authentic selves and fully participate in the life of the enterprise.

We encourage and support professional development for our employees, and we are dedicated to social 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 Washington D.C. for a Supervisor, Administrative
Staff on our Advocacy team. This is a hybrid position reporting into our Washington D.C. office, requiring 2 days a week in the office.

As a Supervisor, Administrative
Staff you will coordinate all major administrative operations
for the Government Affairs group and provide general support to the Vice President.
Conduct routine administrative duties so that Government Affairs operates in a
smooth and effective manner by developing and implementing procedures to
improve the flow of information and work products as well as for organizing and
maintaining files for reference information

RESPONSIBILITIES:Administrative
Support

• Coordinate projects assigned to the office and ensure deadlines are met. Produce a variety of materials and reports using various computer software applications including spreadsheets, presentations, correspondence, agendas, and reports.
• Produce Congressional
  correspondence using on-line data base and coordinate distribution via
  email or fax with Congressional lobbyists.
• Track and process all BOT and
  management reports produced by Government Affairs in response to House of
  Delegates directives.
• Maintain a variety of routine
  and confidential files. Process expense reimbursement forms for assigned
  staff, including VP and Congressional Affairs staff.
• Coordinate budget development, tracking and monitoring.
  Distribute and maintain budget reports for the group. Prepare and submit
  invoices and purchase orders. Resolve discrepancies as needed.
• Review and process all
  paperwork necessary to generate contracts with outside consultants and
  vendors; tracks contracts through Legal, Finance, and senior management,
  ensuring timely completion, payments and renewals.
• Assist with planning for various Government Affairs
  meetings and off-site workshops. Schedule and coordinate biweekly meetings
  with outside lobbying consultants. Oversee the production and distribution
  of agenda material. Review and submit meeting participant and consultant
  expense reimbursement requests.Staff Management
  • Supervise, develop and mentor assigned staff. Assign and review work for accuracy and timeliness; provide guidance on proper procedures to be followed.May include other responsibilities as assigned
    
    REQUIREMENTS:
  • High school diploma or GED required. Bachelor's degree preferred.
  • At least 5+ years experience in a senior administrative position required, including demonstrated superior administrative skills, especially organization and prioritization.
  • Supervisory experience preferred
  • Strong interpersonal skills.
  • Excellent verbal communication skills, including polished telephone presence.
  • Financial analysis and budgeting skills needed. Working knowledge of and experience with the AMA budget process strongly preferred.
  • Proficiency in Microsoft Office suite of software required.
  • Demonstrated ability to work in a team setting as well as independently.
  • Strong sense of confidentiality and a demonstrated ability to exercise discretion and independent judgment.
  • Demonstrated ability to perform effectively under stress and to perform effectively on concurrent multiple projects.
  • AMA's safety and policy protocols require proof of full vaccination against COVID19 for employment at AMA (including booster when eligible). Employees may apply for a religious or medical exemption from getting the vaccine.The AMA offers competitive salaries, including an incentive plan and excellent benefits. Our office is a business casual environment, and we respect work-life balance. The American Medical Association is located near Union Station and the Capitol in Washington D.C.
    
    We are an equal opportunity employer, committed to diversity in our workforce. All qualified applicants will receive consideration for employment. As an EOE/AA employer, the American Medical Association will not discriminate in its employment practices due to an applicant's race, color, religion, sex, age, national origin, sexual orientation, gender identity and veteran or disability status.THE AMA IS COMMITTED TO IMPROVING THE HEALTH OF THE NATION

Keywords: American Medical Association, Washington DC , Supvervisor, Administrative Staff, Administration, Clerical , Washington, DC