Program Administrator, Joy in Medicine Recognition Program

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 a Program Administrator, Joy in Medicine Recognition Program on our Mission Operations- Physician Satisfaction team. This is a hybrid position reporting into our Chicago, IL office, requiring once a month.

As a Program Administrator, Joy in Medicine Recognition Program, you will be working with Organizational well-being team, the Program Administrator coordinates daily

activities and operations of efforts related primarily to the Joy in Medicine Health System Recognition Program. Primary responsibilities include: customer service to health systems and strategic collaborators; direct communication with participating and prospective health systems; administration of online application portal; development of program communications; tracking program information and summary reports; coordination of necessary internal processes with other business units. Accountable for ensuring all stakeholders associated with this work (health care systems/practices, collaborators, internal business units, advisory group members, etc.) view the AMA as a strong partner through their experiences, communication and outcomes.

RESPONSIBILITIES:

Program Administration and Coordination

• Effectively track all health system collaborators and ensure timely follow-up on questions or inquiries related to the Recognition Program.

• Follow through on daily operations, including tracking health systems, responding to inquiries, and ensuring compliance with internal processes.

• Work with manager to implement, coordinate, and oversee yearly application cycle, including the content development for and maintenance of online application portal.

• Provide requested summaries, reports and other program aspects that support ongoing planning.

• Assist in continuous improvement of processes and communications to support efficient and successful execution of project plans.

• Coordinate meetings and events with health system collaborators, including coordination and effective troubleshooting for yearly applicants.

• Conduct administrative reviews of all applications and conduct appropriate follow-up with applicants when needed.

• Oversee application review process, including reviewing and compiling all application materials, liaising with reviewers, and ensuring on-time execution of review process.

  Health System Engagement and Communications

• Serve as primary point of service to health systems and other stakeholders connecting with AMA Joy in Medicine Recognition Program and engagement efforts. Resolve all issues in timely and effective manner, using judgement to elevate issues as appropriate to manager and leadership team.

• Document all relevant information related to health system collaborators and effectively maintain distribution and communication lists.

• Assist with drafting and sending communications to distribution list with updates about the program, resources, events, and deadlines.

• Facilitating public release of yearly recognition recipients via website, press release, social media, press coverage, etc. in collaboration with AMA colleagues.

  Event Coordination

• Coordinate all in-person and virtual events related to the Recognition Program, including the facilitation of virtual event technology.

• Develop event materials when required, which may include registration forms, feedback surveys, etc.

• Distribute communications, resources, and materials related to virtual or in-person events.

  May include other responsibilities as assigned

  REQUIREMENTS:

• Bachelor’s degree required.

• Minimum 3+ experience in project coordination and management, planning and execution.

• Experience in application administration, including the oversight of online application software, strongly desired.

• Experience working with physicians and healthcare organizations preferred. Proven ability to coordinate work involving cross-organizational teams and proven track record of successful project outcomes.

• Demonstrated ability to work independently on multiple projects simultaneously; ability to function effectively as a team member. Strong analytical and critical thinking skills required.

• Ability to effectively manage time, prioritize work, and multi-task across many assignments concurrently; detail and task-oriented, and the ability to function effectively under tight deadlines and high-volume workloads.

• Ability to interface effectively with people of varying disciplines, background, and expertise and contribute to a positive working environment. Demonstrated ability to handle ambiguity and adapt effectively to changing circumstances.

• Strong written and verbal communication skills; with proven ability to build and manage relationships, present information publicly, and be agile in editing and responding effectively to feedback.

• Willingness to work in a fast-paced, collaborative environment.

• Proficient in use of Microsoft Office applications including: Word, Excel, Access, PowerPoint, SharePoint, and Outlook. Experience with Microsoft™ Project and web-based survey development tools a plus, as well as use with Asana and Submittable.

• Some travel may be 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