Child & Community Health Project Spec

American Academy of Ped•Itasca, IL

20h•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, development and review of content resources, grant budget tracking and monitoring, contract coordination, and on-site and virtual education programs. The specialist also serves as a team technical resource for web and project management platforms, virtual meetings, and trainings. The position supports grant-funded projects by monitoring budgets and expenses, coordinating agreements and invoices, developing communications and educational resources, maintaining project websites, and organizing virtual and in-person meetings. It also helps prepare grant performance reports and funding proposals, tracks project milestones and performance data, and supports compliance with federal reporting requirements and AAP records management policies. The role uses AI and other innovative solutions to improve operational efficiency and service delivery. This is a hybrid position requiring 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–$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 promote a positive, cooperative, team-oriented work environment where everyone feels valued and respected.
Excellent organizational, time-management, oral and written communication, interpersonal, diplomacy, and critical-thinking skills.
Strong technical acumen and proficiency in Microsoft 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 communication 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 and maintain standardized budget monitoring tools and systems, and train CCH staff on their implementation and use.
Coordinate contractual agreements for team projects and initiatives, including outgoing agreements for subcontractors, consultants, and grantees as appropriate.
Coordinate internal review of contracts and related program resources.
Create, process, and monitor check requests and invoices for assigned projects.
Create, edit, and disseminate project communications, including newsletters, e-bulletins, brochures, and educational materials.
Collaborate with AAP staff and external agencies to develop and implement communication tools and strategies to promote team projects and initiatives.
Use graphics and creative writing to create professional, engaging messaging.
Manage assigned CCH project websites, including page design and layout, content updates, and uploading images and documents; monitor content accuracy and functionality with relevant managers and IT staff.
Develop and maintain related AAP.org patient care pages as needed.
Lead the team's use of virtual meeting software by providing technical assistance and training and assisting with meeting setup and facilitation.
Coordinate development of CME, MOC, Pedialink, and IRB applications and final reports for team projects and initiatives.
Facilitate development and internal and external review of intellectual property and educational resources, such as training resources, online courses, and clinical algorithms.
Manage logistics for assigned virtual and in-person meetings and exhibits, including scheduling and securing a meeting location or platform.
Facilitate development, printing, and shipping of meeting materials, and communicate with participants and meeting leads or faculty to support meeting and exhibit preparation.
Attend meetings as needed to provide on-site assistance with registration and liaison support between staff, participants, and others.
Develop and maintain project management processes and documents, such as Smartsheet, to track deadlines, deliverables, and grant-project milestones.
Support development of grant performance monitoring reports, including collating, formatting, and copyediting.
Work with relevant AAP staff to collect and track performance data, such as website analytics and educational-course participation, for reporting.
Use AI and other innovative solutions to improve processes, operational efficiency, and service delivery.
Collaborate with CCH staff to maintain documents and correspondence in accordance with AAP records management policy.
Support grant applications and other funding proposals by organizing application materials, drafting content, creating lists of requirements and deadlines, and tracking progress.
Work with CCH and Finance staff to ensure compliance with federal reporting requirements.
Respond to inquiries about project activities and escalate them to other staff as needed.
Perform other duties as assigned.