Child & Community Health Project Spec

American Academy of Ped•Itasca, IL

1d•$33 - $35•Hybrid

About The Position

The Child and Community Health Project Specialist provides project coordination and administrative support for Child and Community Health activities. The role focuses on digital communications, developing and reviewing content resources, tracking and monitoring grant budgets, coordinating contracts, and supporting on-site and virtual education programs. The specialist serves as a team technical resource for web and project management platforms, virtual meetings, and trainings. The position coordinates financial monitoring, agreements, project communications and websites, educational and intellectual-property resources, CME/MOC/Pedialink/IRB materials, meeting and exhibit logistics, project tracking, performance reporting, grant applications, and records management. It also responds to project inquiries and uses AI or other innovative solutions to improve operational efficiency and service delivery. The position reports to the Vice President, Child and Community Health. It is hybrid, with 40% of work time in the office per month. Some overtime, weekend work, and travel are required. The stated base pay range is $33.37 to $35.24 per hour. The organization offers healthcare and retirement savings plans as part of a comprehensive benefits package.

Requirements

Bachelor’s degree in business administration, communications, marketing, or a related discipline, or an equivalent combination of relevant education and work experience.
At least three years of related project coordination and/or administrative experience.
Experience creating and maintaining tracking systems, managing project components, monitoring budgets and processing expenses, coordinating meeting logistics, updating web content, and drafting correspondence.
Ability to manage multiple priorities, take initiative, pay close attention to detail, and work independently and as part of a team.
Ability to collaborate effectively with internal and external constituents and foster a positive, cooperative, team-oriented environment where people feel valued and respected.
Excellent organizational, time-management, oral and written communication, interpersonal, diplomacy, and critical-thinking skills.
Strong technical acumen and proficiency in MS Office, including Word, Excel, and PowerPoint.
Knowledge of web maintenance software such as SharePoint and ability to learn and apply new technologies, including AI.
Some overtime, weekend work, and travel are required.

Nice To Haves

Knowledge of public health principles and approaches.
Experience creating website pages and developing and implementing communications or marketing materials.
Experience with document collaboration sites such as SharePoint, Adobe Acrobat, survey software such as Survey Monkey, budgeting software such as Acumatica, and virtual meeting platforms such as Zoom or Teams.

Responsibilities

Support budget development and ongoing financial monitoring for multiple grant-funded projects, including expense tracking, variance reporting, and forecasting; develop standardized budget tools and train staff in their use.
Coordinate project contracts and agreements, including outgoing agreements for subcontractors, consultants, and grantees; manage internal reviews, check requests, invoices, and status tracking.
Create, edit, and distribute project communications such as newsletters, e-bulletins, brochures, and educational materials; collaborate on communications strategies and create engaging messaging.
Manage assigned project websites, including page design and layout, content updates, uploading materials, and monitoring accuracy and functionality; develop related AAP.org patient care pages as needed.
Lead the team’s use of virtual meeting software by providing technical assistance and training and supporting meeting setup and facilitation.
Coordinate development of CME, MOC, Pedialink, and IRB applications and final reports for projects and initiatives.
Facilitate development and internal and external review of intellectual property and educational resources, including training resources, online courses, and clinical algorithms.
Manage virtual and in-person meeting and exhibit logistics, arrange locations or platforms, coordinate production and shipment of materials, communicate with participants and meeting leads, and provide on-site assistance as needed.
Develop and maintain project management processes and documents to track grant-project deadlines, deliverables, and milestones.
Support grant performance monitoring reports by collating, formatting, and copyediting materials and tracking performance data such as website analytics and course participation.
Use AI and other innovative solutions to improve processes, operational efficiency, and service delivery.
Work with CCH staff to maintain documents and correspondence in accordance with the AAP records management policy.
Support grant applications and funding proposals by organizing materials, drafting content, tracking required elements and deadlines, and working with CCH and Finance staff on federal reporting compliance.
Respond to inquiries about project activities and escalate them to other staff as needed.
Perform other duties as assigned.