Senior Administrative Associate

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, 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.

At the AAMC, we are committed to supporting our employees with a comprehensive benefits package designed to promote well-being, professional growth, and work-life balance. Highlights include:

• Remote Work – Fully remote work available for most positions 
• Retirement Savings – Generous 403(b) employer contributions and financial wellness resources, including professional financial advising. 
• Health & Wellness Perks – Fitness and bicycle subsidies, on-site and virtual wellness programs (live yoga, meditation, mental health webinars, flu shot clinics, and more) 
• Support & Family Care – Employer paid Employee Assistance Program (EAP) and back-up care options for children, adults, elders, and even pets 

Additional information can be found on our website.

Why Us, Why Now?

The Constituent Engagement Administrative Associate within the AAMC’s Constituent Engagement Unit is responsible for providing senior-level administrative support to professional development affinity groups and communities. Under general supervision, works within established procedures and guidelines to achieve day-to-day objectives

How Will You Make An Impact?

Administrative Support:

• Schedules appointments, conference calls, and meetings
• Completes and processes reimbursement documentation for constituents
• Partners with CE leader and specialist to develop correspondence, presentations, and meeting agendas
• Takes meeting minutes and summarizes action items
• Provides technical (e.g., Microsoft Teams, Zoom meetings setup) and logistic (meeting rooms, catering, constituent travel arrangements, notetaking, etc.) support for meetings
• Communicates effectively with team leaders, directors, and specialists about the status and progress of task completion
• Travels to professional development conferences to support logistics and onsite programming as well as network with constituents

Group Management & Operations:

• Works and collaborates with the member services team to input and maintain accurate constituent records for multiple affinity groups
• Independently carries out extensive research as needed (including personal outreach to deans and CEO offices) to update/complete all membership records

Group Communications Management:

• Drafts communication for, and communicates with, all levels of constituents
• Manages multiple non-human mailboxes and virtual communities, if applicable
• Updates and distributes constituent onboarding materials
• Ensures successful distribution of group newsletters, updates virtual communities and websites, etc.

What Will You Bring To The Role?

Required Qualifications:

• Associate's degree or equivalent experience
• 5 - 7 years of related work experience
• Minimum of three (3) years of experience in a complex and fast-paced organization and in handling multiple priorities.
• Strong oral and written communication skills, including the ability to take notes, write meeting minutes and correspondence, proofread, and write at a highly professional and technical level
• 1. Work on multiple projects simultaneously with different task leaders
  2. Prioritize tasks with attention to established timelines/deadlines
  3. Complete projects accurately and on time
  4. Address tasks that arise unexpectedly
• Substantial experience managing calendars
• Substantial experience in completing meeting logistics and travel arrangements
• Excellent time management and organizational skills, including the ability and flexibility to:
• Sound interpersonal skills, including the ability to:
• Proficient in Microsoft Office
• Familiarity with Salesforce Marketing Cloud & Virtual Communities Platforms
• Electronic and hardcopy files management
• Proficient in using the Internet and other databases to collect information
• 1. Work well both in a team environment and independently
  2. Interact cooperatively and productively with employees at all levels across an organization, and with constituents and stakeholders, including the public
  3. Proactively identify processes/tasks to ensure the successful completion of projects

Preferred Experience:

• Experience Updating Websites

• Strong knowledge of association management data systems and/or customer relationship management systems

Remote Work Eligibility

This position is eligible for remote work in the contiguous US

Compensation Grade Range

$59,160.00-$69,600.00

Multiple factors are taken into consideration to arrive at the final hourly rate/annual salary to be offered to the selected candidate. Factors may include, but are not limited to, the scope and responsibilities of the role, the selected candidate’s work experience, education and training, as well as internal equity, market, and business considerations.

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.

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