The American Academy of Pediatrics (AAP), the nation’s leading advocacy organization for children’s healthcare, seeks an organized individual to provide administrative and program support to assigned Pediatric Population Health program activities. Job functions will include the development of website content, publications, promotions, and program summaries; coordinating meeting arrangements and logistics; tracking budgets. This position will work onsite at our Itasca, IL location.
Some tasks include: 1. Coordinate the planning of all assigned grant activities, including scheduling conference calls/virtual meetings, assisting with meeting material development and dissemination, coordinating programs, managing all travel logistics, and obtaining and tracking required documentation. 2. Draft and develop program and promotional materials (eg, newsletters, articles, email announcements, flyers). Disseminate materials through various AAP communications channels, including AAP News OnCall, SmartBrief, Chapter Connections, newsletters, and approved American Academy of Pediatrics (AAP) social networking opportunities. 3. Coordinate in-person and virtual meetings, including planning and coordinating travel arrangements and organizing and disseminating meeting agenda materials. Attend meetings as needed to provide on-site assistance. Draft and disseminate minutes as requested. Process expense reports for appropriate staff and meeting attendees. 4. Coordinate conference calls, including scheduling calls, sending out agenda materials, and writing minutes. 5. Assist in the preparation of grant materials for assigned grants, including, funding proposals, continuation application materials, progress reports, and updates to funders. Develop and maintain reports and records documenting major project-related milestones, presentations, and other internal and external communications to facilitate communication to funders, stakeholders, and constituents. Maintain and organize project files; save documentation as required on internal AAP collaborative sites. 6. Coordinate collection of progress reports, assist in developing grant reports. 7. Develop and monitor assigned budgets in accordance with AAP procedures and policies. Track monthly expenses and resolve incorrectly coded charges. Keep accurate budgetary records and provide forecast estimates as needed. Assist in projecting costs for future activities based on current budgets. Coordinate internal expense processes, including operations for travel reports and staff credit card charges. 8. Coordinate and track consulting agreements and subcontracts. Maintain a system to track deadlines, deliverables, and submission of invoices for all subrecipients. 9. Provide administrative and programmatic support to Directors and colleagues as needed. Prepare and disseminate reports, proposals, and other correspondence. 10. Manage requests for technical assistance in collaboration with appropriate staff to respond to calls and emails. Maintain a system to track communications and assistance provided and identify common themes in requests for assistance. Work with Director(s) to develop plans for proactively addressing common assistance requests with AAP Chapters, members, and other stakeholders.
Qualifications needed: 1. Bachelor’s degree in public/community health, health education, or related discipline or an equivalent combination of relevant education and work experience required. 2. Two to three years’ related project coordination and/or administrative experience required, including meeting planning and budget tracking, preferably supporting public/community health or health education programs. Experience with grants, maintaining websites, developing promotional materials, and working in a medical association and/or with health care professionals strongly preferred. 3. Excellent interpersonal, organizational, problem solving, verbal/written communication, diplomacy, and proofreading skills required. Must be able to coordinate multiple projects simultaneously, manage a heavy workload, take initiative, pay close attention to detail, work both independently and as part of a team, collaborate effectively with various internal and external constituents, and maintain and promote a positive and cooperative team-oriented work environment with a commitment to equity, diversity, and inclusion. Strong technical acumen essential with proficiency in MS Office and the ability to learn and apply new technologies essential; familiarity with website and collaboration site platforms (eg, SharePoint) and virtual meeting platforms (eg, WebEx, Teams) preferred. Some travel, overtime, evening/ weekend work may be required.
To learn more about the organization, see a full job description, and/or apply for the position, please visit https://www.aap.org/employment.
The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.
Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.
The American Academy of Pediatrics (AAP) is a membership organization of 67,000 pediatricians and approximately 475 staff committed to the optimal physical, mental, and social health and well-being for all infants, children, adolescents, and young adults. The AAP promotes pediatrics and advances child health priorities by developing policy, conducting research, building coalitions, raising public awareness, funding community-based projects, and supporting training and professional education for our membership.