Program Coordinator

Program Coordinator

AMA Foundation

Chicago, IL (Hybrid)

As the AMA's charitable arm, the AMA Foundation brings together physicians and communities to improve our nation's health. AMA Foundation is part of the American Medical Association (AMA), a nonprofit, and the nation's largest professional Association of physicians. 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.

As an employer, we are dedicated to many efforts, including employee learning and development, social responsibility, diversity and inclusion and wellness.

Our well-defined culture has strongly impacted the prosperity of our organization. Our foundational values of Respect, Integrity, Innovation, Impact, Collaboration, Agility and Trust are at the core of our efforts and continue to shape the success of the AMA.

We have an opportunity at our corporate offices in Chicago for a Program Coordinator on our AMA Foundation team. This position can be hybrid (working from both office and home), with a schedule to be determined by business needs.

As a Program Coordinator you will be working closely with the Program Manager, assistthe Program Manager with the administration of the Foundation's programs and supportthe operations of the National LGBTQ+ Fellowship Program. Serve as a staffliaison to the volunteers serving in leadership roles related to these programs.

RESPONSIBILITIES:

ProgramImplementation & Support

• Manage correspondence for all program-related applicants, recipients, and other stakeholders including medical schools
• Assist applicants with questions related to their applications and troubleshooting on the application portal.
• Assist the Program Manager with the coordination of the selection process for recipients, including outreach to recruit reviewers, preparing applications for review, as well as ongoing communication throughout the process
• Create content and manage engagement with AMAF alumni through the Alumni Portal on a weekly basis
• Assist the Program Manager with quarterly and annual reporting for all programs, processing payments for recipients, and ensuring all recipients meet ongoing requirements
• Assist with the coordination of the Excellence in Medicine Award Ceremony, including travel and accomodations for recipients
• Assist with the coordination of the Leadership Development Institute, including travel and accomodations for recipients
• Assist the Program Manager with other administrative tasks as assigned.

LGBTQ Fellowship ProgramOperations

• Assist in the RFP application process for the LGBTQ+ Fellowship Program
• Assist in the coordination of the Fellowship Commission meetings
• Assist the Program Manager with coordinating information from grantee institutions, fellows, and other invested parties, including reports and other program work products

Administrative andSpecial Event Support

• Provide administrative and special event support
• Support updates to AMAF Business Unit intranet page, external website, and other areas as assigned
• Manage correspondence for all program-related applicants, recipients, and medical schools
• Provide recipient information for documentation in Raiser's Edge database
• Coordinate program-related events and logistics including travel and accommodations
• Respond to AMA Foundation hotline, the general e-mail account and program-related e-mail accounts, and respond to program inquiries
• Mail thank-you gifts to selection committee volunteers after their service.
• Assist in the collection of program information for dissemination in publicity materials

May include other responsibilities as assigned

REQUIREMENTS:

1. Bachelor's degree required.
2. Minimum of 3 years' non-profit experience required, program or administrative experience preferred.
3. Polished communication, both verbal and written; demonstrated ability to edit copy with an impeccable attention to detail.
4. Demonstrated ability to organize and prioritize multiple tasks with competing deadlines; strong project management skills required.
5. Strong individual contributor and team player; demonstrated ability to collaborate with all constituent groups.
6. Demonstrated proficiency in Microsoft Office; proficient with Word Press preferred.
7. Experience with constituent management systems required.
8. Ability to work well under pressure.
9. Some travel required.
10. Ability to work in a hybrid office environment.
11. 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.

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