Programming and Events Administrator

Programming and Events Administrator

Chicago, IL (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 Chicago for aProgramming and Events Administrator onour Health Policy team. This is a hybrid position reporting into our Chicago, IL office, requiring 3 days a week in the office.

As a programming and events administrator, you will Coordinate and administer assigned projects, programs, and events in the AMA Advocacy Business Unit. Responsible for coordinating key components of the meeting operations for the AMA/Specialty Society RVS Update Committee (RUC) and annual CPT/RBRVS Symposia. Collaborate directly in these efforts with other relevant AMA units (e.g., Meeting Services, CPT, Finance, OGC) on projects. Develop and implement improved processes for RUC operations.

RESPONSIBILITIES:

Project Coordination

• Develop timelines and advise on resource availability for current and incoming projects to provide input on feasibility.
• Ensure that task-related information and instructions are delivered to various individuals and teams; provide project support in a timely manner.
• Work with partner organizations to facilitate, coordinate, execute, and support logistics related to programs and events.
• Review and update timelines with team members to ensure all milestones and deliverable dates are accounted for, reasonable and can be met on time; seek cross-team approvals and support if needed.
• Provide programming support and other assistance including budget development and monitoring; finance and legal requirements; and other tasks as assigned to ensure that project goals are met.

RUC, RUC Subcommittees and Symposia Event Planning

• Coordinate and monitor all RUC, RUC Subcommittees and Symposia meeting-associated tasks, holding to established timelines. Prepare, update and track unit progress for meeting preparations.
• Provide analyses and comparisons of previous year's attendees/budgets and other meeting components for management review.
• Responsible for the development of meetings budgets, logistics, audiovisual equipment requirements, set-up, and registration.
• Oversee setup, registration, and related activities on meeting days. Respond to all on-site issues and coordinate with AMA Meeting Services and hotel/conference staff.
• Supervise administrative staff assisting during meetings, including the scheduling and assignment of responsibilities to onsite staff.
• Undertake primary communications with all attendees, including registration, housing, completion of legal forms (Statement of Compliance, Financial Disclosures, Attestations and Confidentiality), voting, final billing, expense reports, etc.
• Facilitate all technological logistics necessary to successfully conduct meetings dependent on wifi, including hybrid meetings.

Process Improvements and Operational Duties

• Facilitate the transition to automate key components of the RUC and RUC Advisory Committee processes; create timelines and document process to help streamline the work.
• Responsible for all aspects of the day-to-day office operations of the Physician Payment Policy and Systems unit.

May include other responsibilities as assigned

REQUIREMENTS:

1. Bachelor's degree required.
2. Minimum 3+ years of experience of project management experience required; experience with large meeting coordination required. Experience in budgeting, contract processing required.
3. Proficient in Microsoft Office Suite including Excel required; able to learn new systems/databases with Access experience preferred.
4. Strong interpersonal skills to communicate with physicians, meeting attendees and all levels of management.
5. Strong writing skills with excellent attention to detail.
6. Considerable skills in identifying issues and presenting/implementing solutions.
7. Comprehensive organizational and prioritization skills; able to establish and meet realistic deadlines. Ability to work well under pressure and make sound decisions when required.
8. Organizational sensitivity and a sense of confidentiality and discretion are required.
9. Ability to work independently and as a team member.
10. Travel required.

The American Medical Association is located at 330 N. Wabash Avenue, Chicago, IL 60611 and is convenient to all public transportation in Chicago.

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