Administrative Specialist, Constituent Engagement

Administrative Specialist, Constituent Engagement

Location: United States

Full time

Who we are:

The Association of American Medical Colleges is a not-for-profit association dedicated to transforming health care by supporting the entire spectrum of medical education, medical research, patient care, and community collaborations conducted by our member institutions. We are dedicated to the communities we serve and steadfast in our goal to improve the health of people everywhere. The AAMC strives to make a positive impact not only in your career, but in your life. We offer a comprehensive benefits package which features:

• Significant employer 403(b) contribution
• Public transportation subsidy
• Generous paid time off program
• Tuition reimbursement
• Wellness program

Why us, Why now?

The Constituent Engagement Administrative Specialist within the AAMC’s Constituent Engagement Unit is responsible for providing administrative support to professional development affinity groups and communities. The Administrative Specialist reports to a Director of Constituent Engagement, and completes tasks within a team of directors, specialists and administrative specialists that ensure constituents within AAMC’s affinity groups are efficiently and accurately enrolled and productively engaged in their groups’ activities. These activities include virtual and in-person meetings and webinars, professional development conferences, product-driven working groups, projects and initiatives.

How will you make an impact?

• Work with constituent engagement administrative specialists and member services team to input and maintain accurate, up-to-date constituent records in the association management system database and relevant team documents
• Schedule appointments, conference calls, and meetings
• Complete and process reimbursement documentation
• Assist with the development of correspondence, presentations, and meeting materials
• Provide technical (e.g., Microsoft Teams, Zoom meetings setup) and logistical (meeting rooms, catering, constituent travel arrangements, note taking, etc.) support for meetings
• Communicate effectively with team leaders, directors, and specialists about status and progress of task completion
• Maintain relevant content on affinity group websites
• Manage multiple non-human mailboxes and listservs. Organize and maintain electronic and hardcopy files, including photocopying, faxing, distributing documents, special mailings, etc.

What you’ll bring to the role

• Bachelor’s degree or equivalent practical work experience
• Five (5) years of experience in a sophisticated and fast-paced organization and in handling multiple priorities.
• Ability to work within team-based organization, contribute across organizational units and reporting relationships, and focus on people.
• Proven track record to set priorities and deliver results.
• Strong interpersonal and written and verbal communication skills.
• Comfort with ambiguity, shared accountability, and teamwork.
• Excellent time management; ability to manage multiple priorities and projects simultaneously

Functional Expertise:

• Strong administrative support experience
• Substantial experience with managing meeting logistics and travel arrangements
• Substantial experience managing calendars

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

• Work in a team-based environment and independently
• Prioritize tasks with attention to established timelines/deadlines
• Complete projects accurately and on time
• Address tasks that arise unexpectedly
• Proactively identify processes/tasks to ensure successful completion of projects
• Demonstrate strong oral and written communications skills, including ability to take notes, draft and proofread meeting minutes, reports, and correspondence,
• Assist with writing SOPs (standard operating procedures), memos, and brochures

Sound interpersonal skills, including ability to:

• Interact cooperatively and productively with employees at all levels across the organization, and with constituents and stakeholders, including the public
• Proficiency with Microsoft Office (especially Word, PowerPoint, and Excel)
• Manage electronic and hardcopy files
• Develop and manage electronic communications including creation and administration/management of list-serves
• Experience creating PowerPoint presentations
• Website management experience, especially via a content management system
• Proficiency in using search engines and other databases to collect information

Remote Work Eligibility

This position is eligible for remote work in the contiguous US

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.