Project Coordinator

American Academy of Ped • Itasca, IL

13d • Hybrid

About The Position

Provide project and administrative support for Children and Youth with Special Health Care Needs Initiatives (CYSHCNI) team programs and activities, including budget and expense report management, virtual meeting support, web and collaboration site development and maintenance, meeting planning, policy review support and development, and dissemination of communication resources.

Requirements

• Bachelor’s degree in business administration, communications, public health, or related field or an equivalent combination of relevant education and work experience required.
• At least two years’ related general administrative and/or project coordination experience required, including coordinating project components, budget management, meeting coordination, and drafting correspondence.
• Must be able to manage multiple priorities simultaneously, pay close attention to detail, take initiative, 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.
• Excellent organizational, project management, verbal/written communication, interpersonal, critical thinking, and skills required.
• Strong technical acumen essential with proficiency in MS Office (Word, Excel, PowerPoint) and the ability to learn and apply new technologies including the use of AI.

Nice To Haves

• Experience with maintaining web pages and collaboration sites and developing communication/marketing materials preferred, as well as working in an association or with grant or public health projects.
• Experience with Adobe Acrobat, MS Publisher, Magnet Mail, budget software (e.g., Acumatica), web maintenance/document collaboration software (e.g., SharePoint), virtual meeting platforms (e.g., WebEx, Teams, Zoom), and project management software (e.g., Smartsheet) preferred.

Responsibilities

• Provide administrative and project support to councils, sections, and relevant subcommittees/workgroups, including recruitment and retention initiatives, new member communications, member surveys, and report writing.
• Facilitate the peer review process of policy statements and other publications and provide additional administrative support for the policy development process.
• Coordinate development and dissemination of section, council, and team communications, including newsletters, e-bulletins, brochures, and education materials.
• Coordinate logistics for assigned meetings and events, including hotel contacts, travel arrangements, meals, AV requirements, shipping, developing agenda/presentation materials, preparing and disseminating minutes, and expense reimbursement.
• Provide meeting scheduling support as needed.
• Support to CYSHCNI grant-funded initiatives, including developing and disseminating promotional materials and educational resources and providing and tracking technical assistance.
• Coordinate budget development, expense monitoring, variance reporting, and forecasting for assigned grants and operational budgets in collaboration with the Senior Director.
• Develop, maintain, and support staff in the use of budget tracking systems.
• Reconcile and process credit card statements and expense reports for CYSHCNI staff.
• Assist team with development of grant applications and other funding proposals by compiling and organizing application materials; creating lists of required elements, personnel responsible, deadlines, and other relevant information; and tracking progress.
• Serve as key contact supporting development and maintenance of SharePoint sites, collaboration sites, and websites, including design and content updates, in collaboration with related managers and IT staff.
• Serve as team lead on virtual meetings and webinars, providing technical assistance and training to staff members on use of software and assisting with meeting set up and facilitation.
• Provide general administrative support to Senior Director and CYSHCNI staff and projects as needed, including preparation and follow through of items submitted for SVP review.
• Provide administrative oversight of training for new systems (e.g., finance, information technology, web-based communications, etc).
• Coordinate AAP National Conference & Exhibition activities for the CYSHCNI team and related councils and sections.
• Respond to phone and email inquiries from AAP members, external partners, and the public regarding various CYSHCN initiatives.
• Escalate advanced inquiries as needed.
• Assist in coordinating and tracking consulting agreements and subcontracts, including processing and tracking invoices and expenses.
• Perform other duties as assigned.

Benefits

• healthcare and retirement savings plans

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level