Administrative Associate

Association Of American Medical Colleges Washington , DC 20319

Posted 2 weeks ago

Who are we?

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, and patient care conducted by our member institutions. We are dedicated to the communities we serve and steadfast in our goal to improve the health of all. 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 that includes discounted gym membership, onsite yoga and sponsored sports teams

How will you make an impact?

The Association of American Medical Colleges (AAMC) is seeking an exceptionally hardworking and resourceful Coordinator to support the Digital Communications team.

Your primary responsibility will be to support the team's digital strategy and initiatives. This position will partner closely with the communications and marketing division. The role requires superior attention to detail, great organization skills, the ability to find solutions to problems, and ability to multitask. You will possess the skills to react with appropriate urgency to situations which require a quick turnaround, take effective action without having to know the complete picture, and dedicatedly solve problems.

Responsibilities will require that you think and plan ahead, prioritize short- and long term, and manage time effectively. You will also play a key role in supporting governing committee and work group meetings.

  • Coordinate monthly Digital Communications Highlights document over viewing activities of unit, Scorecard data at department level providing data on project requests and Content Management System activities, and monthly budget reports.

  • Schedule committee, workgroup meetings, and conference calls, take notes and notate meeting takeaways and next steps. Follow up on committee members' next steps prior to subsequent meetings.

  • Process documents: Finalize reports, agendas and presentations; print and copy as needed for Director, Digital Communications team, committees, and associated workgroups.

  • Assist in the annual budgeting process by reviewing and organizing submissions from the various units; track monthly budget reviews throughout the year for directors.

  • Coordinate central repository of technical guidelines and documentation, policies, and other key documents for Digital Communications. Audit on annual basis.

  • Make travel arrangements and prepare travel itineraries.

  • Process expense reports.

  • Schedule and organize meetings and conference calls, including arranging for guest badges, AV/IT needs, and catering when necessary.

  • Handle telephone inquiries, direct callers to appropriate staff both within and outside the Digital Communications unit; serve as backup "live person" on voice-mail system.

  • Make purchases for the department.

  • Master calendar updates for Digital Communications group.

  • Special projects, as requested

  • Provide Administrative Support to the UX & Content Teams

  • Work with project lead to finalize reports, create presentations, assemble material, and create work documents. Follow-up with work group and committee members as necessary at direction of project lead.

What will you bring to the role?

  • Bachelor's degree required, with 1-4 years of related experience.

  • Knowledge working in a Windows environment; familiarity with Mac a plus.

  • Proficiency with e-mail systems and calendar programs (Outlook preferred);

  • Expert word processing (Word), spreadsheet programming (Excel), Visio, and PowerPoint skills.

  • Ability to learn quickly and, through training, develop any technical knowledge or skills that are absent.

  • Skilled in manipulating data, although statistical knowledge is not required.

  • Proficient in using the Internet and other databases to collect information. Excellent time management and organizational skills, including ability and flexibility to work on multiple projects with different task leaders; complete projects accurately and on time; and address tasks that arise unexpectedly

  • Strong oral and written communications skills, including ability to take notes, write meeting minutes, correspondence, and proofreading. Experience updating Web sites, and facility with social media tools.

  • Able to manage materials related to multiple ongoing projects.

  • Willing to work in team environment in close collaboration with other units.

  • Prioritize workload and work in cooperative manner to achieve team goals.

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.

BROWSER REQUIREMENTS: Applications must be submitted using Chrome, Mozilla Firefox, Safari, or Internet Explorer v.10 or higher.

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Administrative Associate

Association Of American Medical Colleges