Child & Community Health Project Spec

American Academy of Pediatrics; Itasca (IL); Hybrid; USD 46,000 - 49,000; Full time

Benefits offered by this job

Health insurance

retirement plan

Hybrid work schedule

Job summary

American Academy of Pediatrics in Illinois is seeking a Child and Community Health Project Specialist (Grant-Funded) to oversee coordination of CCH activities, with emphasis on digital communications, content development, and grant budget tracking.

The role also involves contract coordination, on-site and virtual trainings, and serving as a technical resource for web platforms and CME/MOC processes. Hybrid work arrangement is offered, with 40% office time.

Qualifications

• Bachelor’s degree in business administration, communications, marketing, or related discipline or equivalent experience.
• At least three years’ related project coordination/administrative experience.

Responsibilities

• Coordinate budgets for multiple grant-funded projects, track expenses, forecast variances.
• Handle contracts and subrecipient agreements, including internal reviews and invoicing.
• Create and disseminate project communications (newsletters, e-bulletins, brochures) and update webpages.
• Manage project websites, ensure content accuracy, and support related patient care pages.

Skills

Project coordination

Budget monitoring

Web/content management

MS Office

Education

Bachelor's degree

Tools

SharePoint

Survey Monkey

Acumatica

Zoom

Teams

Job description

TITLE:

Child and Community Health Project Specialist (Grant-Funded)

REPORTING RELATIONSHIP:

Vice President, Child and Community Health

BASIC FUNCTION:

Provide project coordination and administrative support for Child and Community Health (CCH) activities, with a particular focus on digital communications, content resource development and review, grant budget tracking and monitoring, contract coordination, and on-site and virtual education programs. Serve as team technical resource for web and project management platforms, virtual meetings, and trainings.

DUTIES AND RESPONSIBILITIES:

1. Support budget development and ongoing financial monitoring for multiple grant-funded projects, including expense tracking, variance reporting, and forecasting. Determine fixed load and variable budget monitoring tools and train CCH staff to implement usage.
2. Complete and coordinate contractual agreements for team projects and initiatives, including the development of outgoing agreements for project subcontractors, consultants, and grantees, as appropriate. Coordinate the CCH internal review process for contracts and other related program resources. Create, process and monitor the status of all check requests and invoices for assigned projects.
3. Create, edit, and disseminate project communications, including newsletters, e-bulletins, brochures, and educational materials. Collaborate with relevant AAP staff and external agencies to identify, design, and implement innovative communication tools and strategies (e.g., newsletters, social media, infographics, etc.) to promote team projects and initiatives. Utilize graphics and creative writing to create professional and engaging messaging.
4. Manage assigned CCH project websites, including page design/layout, content updates, and uploading images and documents. Continuously monitor pages for content accuracy and functionality, in collaboration with related managers and IT staff. Develop and maintain related AAP.org patient care pages as needed.
5. Serve as the team lead on virtual meeting software, providing technical assistance and training to team members and assisting with meeting set up and facilitation.
6. Coordinate the development of continuing medical education (CME), maintenance of certification (MOC), Pedialink and institutional review board (IRB) applications and final reports for team projects and initiatives.
7. Facilitate the development and internal/external review of intellectual property and educational resources (e.g., training resources, online courses, clinical algorithms, etc.).
8. Manage assigned virtual and in-person meeting and exhibit logistics (e.g. scheduling, securing meeting location or platform).Facilitate the development, printing, and shipping of related meeting materials (e.g. agenda books, exhibit materials) . Communicate with participants and meeting leads/faculty to ensure smooth meeting and/or exhibit preparation. Attend meetings as needed to provide on-site meeting assistance with registration and serve as the liaison between staff, meeting participants and others.
9. Develop and maintain project management processes and documents (e.g., Smartsheet) to track deadlines, deliverables, and project-related milestones for grant projects.
10. Support the development of grant performance monitoring reports, including collating, formatting, and copyediting. Work with relevant AAP staff to cull and track performance data (e.g., website analytics, participation in educational courses) to facilitate reporting.
11. Utilize AI and/or other innovative solutions to implement process improvements that increase operational efficiency and enhance service delivery.
12. Collaborate with CCH staff to ensure documents and correspondence are maintained in accordance with the AAP records management policy.
13. Support the development of grant applications and other funding proposals by compiling and organizing application materials; drafting content;, creating lists of required elements, personnel responsible, deadlines, and other relevant information; and tracking progress. Work with relevant CCH and Finance staff to ensure compliance with federal reporting requirements.
14. Respond to inquiries regarding various project activities and escalate to other staff as needed.
15. Perform other duties as assigned.

EDUCATION:

Bachelor's degree in business administration, communications, marketing, or related discipline or an equivalent combination of relevant education and work experience required. Knowledge of public health principles and approaches a plus.

EXPERIENCE:

At least three years' related project coordination and/or administrative experience required, including creating and maintaining tracking systems, managing project components, budget monitoring and expense processing, coordinating meeting logistics, updating web content, and drafting correspondence. Experience creating website pages and developing and implementing communication/marketing materials preferred.

ESSENTIAL SKILLS:

Must be able to manage multiple priorities simultaneously, 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. Excellent organizational, time management, oral/written communication, interpersonal, diplomacy, and critical thinking skills required. Strong technical acumen essential with proficiency in MS Office (Word, Excel, PowerPoint), knowledge of web maintenance software (e.g., SharePoint), and the ability to learn and apply new technologies including the use of AI; experience with document collaboration sites (e.g., SharePoint), Adobe Acrobat, survey software (e.g., Survey Monkey), budgeting software (e.g., Acumatica), and virtual meeting platforms (e.g., Zoom, Teams) preferred. Some overtime, weekend work, and travel required.

A reasonable estimate of the current base pay range for this position is $33.37/hr - $35.24/hr. Compensation decisions take into account a wide range of factors, including but not limited to relevant experience, skills, certifications, geographic location, business needs, and organizational policies. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Hiring at the maximum of the range would not be typical. We also offer a comprehensive benefits package which includes healthcare and retirement savings plans. Click to see all benefits offered:https://downloads.aap.org/DOHRAS/BenefitsAtAAP.pdf.

Hybrid work environment of 40% of work time in the office per month.

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 in connection with the job application process may contact us at 630-626-6297 or [e-mail]. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.

The AAP does not use artificial intelligence (AI) to make employment decisions.