Summary of Position:

The Administrative Coordinator provides essential administrative support to ensure the effective functioning of AMIA’s Board of Directors, Committees, Councils, and Forums. This role is responsible for coordinating meetings, managing schedules, preparing materials, and supporting timely execution of administrative responsibilities. The coordinator serves as a central point of organization and communication, helping volunteer leaders and staff stay aligned, informed, and equipped to carry out AMIA’s mission-driven work.

Based on the duties described below, this is a full-time, non-exempt, fully remote position. This position reports to the Vice President, Governance and Board Operations.  

Nature and Scope:

The Administrative Coordinator operates within AMIA’s governance structure, providing day-to-day coordination. The role requires strong organizational skills, attention to detail, and the ability to manage recurring workflows in a fast-paced, deadline-driven environment. The coordinator works closely with executive leadership to schedule meetings, prepare documentation, track follow-up actions, and maintain accurate records. This role plays a critical part in ensuring processes run smoothly, information flows consistently, and administrative requirements are met to support AMIA’s priorities.

Principal Accountabilities: 

• Coordinates scheduling and logistics for meetings of the AMIA Board of Directors, Committees, Councils, and Forums, ensuring timely communication and alignment across participants.
• Tracks and monitors follow-up actions, proactively coordinating with staff and volunteer leaders to ensure deadlines and commitments are met.
• Serves as a central communication point, responding to inquiries, providing updates, and ensuring consistent information flow between staff, volunteer leaders, and governance bodies.
• Assists with project coordination for governance-related initiatives, including timelines, deliverables, and cross-functional collaboration.
• Provides administrative support to executive leadership.
• Perform additional duties as needed to ensure effective administrative support.

Qualifications:  

• Associate’s degree in business administration, or a related field required; bachelor’s degree preferred.
• 4 years of administrative support working alongside executive leadership.
• Experience working in a nonprofit is highly preferred.
• Strong attention to detail and ability to manage confidential information with discretion.
• Strong organizational and time-management skills, with the ability to prioritize, meet deadlines, and manage multiple workstreams.
• Ability to communicate professionally in writing and verbally, work effectively in a remote environment, and provide responsive customer service.
• Strong computer skills, including advanced use of Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and capable of navigating virtual meeting platforms

Travel Requirements:  

Required: Must be able to travel 7-10 days annually.

Team and Company-Wide Responsibilities:  

• Works to resolve conflict directly, quickly, completely, and be able to give and take criticism constructively.
• Communicates clearly in one-on-one meetings and team meetings.
• Communicates clearly in writing by being clear, concise, well organized, and carefully proofread.
• Communicate deadlines with lead time for the team.
• Offer solutions or other options to improve current systems when identifying issues or presenting problems.
• Deliver a high level of customer service for internal as well as external customers.

Qualified candidates will be contacted for interviews. No telephone calls will be accepted.  

At AMIA we are committed to diversity and creating an inclusive environment for all employees. We are proud to be an Equal Opportunity Employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, age, ethnic or national origin, gender, sexual orientation, gender identity/expression, pregnancy, marital status, religion, physical or mental disability, military/veteran status, or any other protected status.  

EEO Employer/Vets/Disabled  

About American Medical Informatics Association

AMIA ® (American Medical Informatics Association ®) is a community committed to the vision of a world where informatics transforms people’s care. Over the last 35 years, the use of informatics has grown exponentially to improve health and to make better healthcare decisions. Today, informatics is the key to accelerating the current goals of healthcare reform. Every day millions of people benefit from informaticians' ability to accelerate healthcare’s transformation by collecting, analyzing and applying data directly to care decisions. Data produced throughout health and healthcare is the driving force of informatics and its ability to innovate critical advancements that directly benefit people. AMIA’s members are critical to discovering these insights, which is why AMIA is committed to being the professional home for the informaticians of today and the driver of informatics’ future.

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