Global Health Programs Coord

American Academy of Ped•Itasca, IL

1d•Hybrid

About The Position

This position provides administrative support to the American Academy of Pediatrics (AAP) Global Operations and Program Development team. The role involves maintaining filing systems and website pages, processing payments, planning meetings, tracking budgets, and preparing and responding to information requests. The coordinator will also support other department projects and initiatives as needed.

Requirements

Bachelor’s degree in business, public health, health policy, or related discipline, or an equivalent combination of relevant education and work experience required.
At least one year of related general administrative experience required.
Excellent interpersonal, organizational, time management, verbal/written communication, proofreading, and diplomacy skills required.
Must be able to coordinate multiple projects simultaneously within established deadlines, adapt to changing procedures and processes, 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 promote and maintain a positive and cooperative team-oriented work environment with a commitment to fostering a culture where everyone feels valued and respected.
Strong technical acumen essential with proficiency in MS Office and the ability to learn and apply new technologies including the use of AI.

Nice To Haves

Meeting planning experience
Budget monitoring experience
Website maintenance experience
Creating and maintaining tracking systems experience
Experience with grants
Experience working in a medical or non-profit association and/or with health care professionals
Knowledge of global health issues
Experience with Adobe Suite
Experience with association management systems (e.g., netForum)
Experience with web maintenance/document collaboration platforms (e.g., SharePoint)
Experience with virtual meeting platforms (e.g., Teams)
Fluency in a foreign language

Responsibilities

Coordinate and execute planning and logistics for domestic and international meetings and events, including travel arrangements, meeting facilities, meals, transportation, a/v, compiling and disseminating agenda materials, drafting meeting minutes, and completing and processing expense reports. Provide on-site assistance as needed.
Liaise with members, consultants, and other attendees on meeting and travel arrangements.
Prepare and track grants, consulting agreements, and subcontracts, including the coordination of review and signature approval process.
Ensure international grant tracking systems are updated and in compliance with internal financial and administrative requirements.
Assist with preparation of required grant funding reports, grant reporting materials, and other written materials and documents according to funder requirements.
Enter and track expenditures for assigned budgets.
Prepare and process monthly credit card statements and travel expense reports, ensuring that expenses are coded to the appropriate accounts, and that proper approval is obtained.
Make routine updates to grant-related website pages and assist with the development of content for grant program-specific website pages, including the AAP intranet and social media accounts.
Coordinate staff team meeting logistics, agenda development and materials distribution, and meeting notes.
Maintain and organize electronic and paper records, including topical and other files related to team activities.
Maintain inventory of materials and tools developed by team.
Coordinate with Executive Assistant and other department staff to ensure consistent application of AAP processes within the team and department.
Respond to routine written correspondence and provide first-line assistance to calls and e-mail requests seeking information on team initiatives, escalating advanced inquiries to other staff as appropriate.
Monitor and respond to the various project team e-mail accounts and distribution lists and provide telephone coverage as needed.
Serve as primary team resource for AAP technical systems and databases, including membership database, virtual meeting software, and collaboration site platform. Provide technical assistance and training to team as needed.
Coordinate completion of all required annual individual and institutional disclosures.
Coordinate and process mailings and organize and ship materials to conferences and meetings.
Maintain team office supplies inventory.
Maintain rosters of relevant committees, groups, and listservs.
Perform all other tasks as assigned.