Senior Administrative Associate

The Constituent Engagement Administrative Associate within the AAMC's Constituent Engagement Unit is responsible for providing senior-level administrative support to professional development affinity groups and communities. Under general supervision, works within established procedures and guidelines to achieve day-to-day objectives

* Schedules appointments, conference calls, and meetings

* Completes and processes reimbursement documentation for constituents

* Partners with CE leader and specialist to develop correspondence, presentations, and meeting agendas

* Takes meeting minutes and summarizes action items

* Provides technical (e.g., Microsoft Teams, Zoom meetings setup) and logistic (meeting rooms, catering, constituent travel arrangements, notetaking, etc.) support for meetings

* Communicates effectively with team leaders, directors, and specialists about the status and progress of task completion

* Travels to professional development conferences to support logistics and onsite programming as well as network with constituents

Group Management & Operations:

* Works and collaborates with the member services team to input and maintain accurate constituent records for multiple affinity groups

* Independently carries out extensive research as needed (including personal outreach to deans and CEO offices) to update/complete all membership records

Group Communications Management:

* Drafts communication for, and communicates with, all levels of constituents

* Manages multiple non-human mailboxes and virtual communities, if applicable

* Updates and distributes constituent onboarding materials

* Ensures successful distribution of group newsletters, updates virtual communities and websites, etc.

Required Qualifications:

• Associate's degree or equivalent experience

• 5 - 7 years of related work experience

• Minimum of three (3) years of experience in a complex and fast-paced organization and in handling multiple priorities.

• Strong oral and written communication skills, including the ability to take notes, write meeting minutes and correspondence, proofread, and write at a highly professional and technical level

• Substantial experience managing calendars

• Substantial experience in completing meeting logistics and travel arrangements

• Excellent time management and organizational skills, including the ability and flexibility to:

• 1. Work on multiple projects simultaneously with different task leaders

• 2. Prioritize tasks with attention to established timelines/deadlines

• 3. Complete projects accurately and on time

• 4. Address tasks that arise unexpectedly

• Sound interpersonal skills, including the ability to:

• 1. Work well both in a team environment and independently

• 2. Interact cooperatively and productively with employees at all levels across an organization, and with constituents and stakeholders, including the public

• 3. Proactively identify processes/tasks to ensure the successful completion of projects

Preferred Experience:

• Proficient in Microsoft Office

• Familiarity with Salesforce Marketing Cloud & Virtual Communities Platforms

• Electronic and hardcopy files management

• Experience updating websites

• Proficient in using the Internet and other databases to collect information

• Strong knowledge of association management data systems and/or customer relationship management systems

Remote Work Eligibility

Compensation Grade Range

Multiple factors are taken into consideration to arrive at the final hourly rate/annual salary to be offered to the selected candidate. Factors may include, but are not limited to, the scope and responsibilities of the role, the selected candidate's work experience, education and training, as well as internal equity, market, and business considerations.

If a bachelor's degree is required, related work experience may be substituted in some positions. One year of college course work at an accredited institution is equivalent to one year of related work experience.

The Association of American Medical Colleges (AAMC) is an Equal Opportunity/Affirmative Action Employer. The AAMC is committed to the policy of an equal employment opportunity in recruitment, hiring, career advancement, and all other personnel practices. The AAMC will not discriminate on the basis of race, color, sex, national origin, religion, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability, past or current military service, or any other legally protected characteristic.

Please attach a resume as part of the application process. It is important that files DO NOT include periods ( . ) within the file name.

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