Global Health Programs Coord

American Academy of Pediatrics; Itasca (IL); Hybrid; USD 39,000 - 40,000; Full time

Benefits offered by this job

Hybrid work environment (40% in office

Healthcare and retirement benefits

Professional development opportunities

Job summary

The American Academy of Pediatrics (AAP) in Itasca, IL is seeking a Global Health Programs Coordinator (Grant funded) to support the Global Operations and Program Development team with administrative tasks, meeting planning, budget tracking, and content updates to grant pages and intranet.

Responsibilities include coordinating domestic and international meetings, managing grant-related documents, processing expenses, and ensuring compliance with funder requirements, while collaborating with

Qualifications

• Bachelor's degree in business, public health, health policy, or related discipline.
• At least 1 year of related administrative experience; meeting planning and budget monitoring preferred.
• Experience with grants and nonprofit associations; knowledge of global health a plus.

Responsibilities

• Coordinate planning and logistics for domestic and international meetings and events.
• Prepare and track grants, consulting agreements, and subcontracts.
• Assist with grant reporting materials and funder-required documents.
• Enter and track expenditures; process monthly statements and travel reports.
• Update grant-related website pages and assist with content for intranet and social media.
• Coordinate staff meeting logistics and distribute materials.
• Maintain electronic and paper records and rosters; manage office supplies.
• Ensure consistent application of AAP processes within the team.

Skills

Administrative support

Meeting planning

Budget tracking

Grants experience

Website maintenance

Data entry

MS Office

Adobe Suite

SharePoint

Team coordination

Education

Bachelor's degree in business or related field

Tools

netForum

Teams

SharePoint

Job description

Global Health Programs Coordinator (Grant funded)

REPORTING RELATIONSHIP

Director, Global Health

BASIC FUNCTIONS

Provide administrative support to the American Academy of Pediatrics (AAP) Global Operations and Program Development team, including maintaining filing systems and website pages, processing payments, meeting planning, budget tracking, and preparing and responding to requests for information. Provide administrative support for other department projects and initiatives as needed.

DUTIES AND RESPONSIBILITIES

1. 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.
2. 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.
3. Assist with preparation of required grant funding reports, grant reporting materials, and other written materials and documents according to funder requirements.
4. 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.
5. 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.
6. Coordinate staff team meeting logistics, agenda development and materials distribution, and meeting notes.
7. 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.
8. Coordinate with Executive Assistant and other department staff to ensure consistent application of AAP processes within the team and department.
9. 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.
10. 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.
11. Coordinate completion of all required annual individual and institutional disclosures.
12. Coordinate and process mailings and organize and ship materials to conferences and meetings.
13. Maintain team office supplies inventory.
14. Maintain rosters of relevant committees, groups, and listservs.
15. Perform all other tasks as assigned.

EDUCATION

Bachelor's degree in business, public health, health policy, or related discipline, or an equivalent combination of relevant education and work experience required.

EXPERIENCE

At least one year of related general administrative experience required, preferably including meeting planning, budget monitoring, maintaining websites, and/or creating and maintaining tracking systems. Experience with grants and working in a medical or non-profit association and/or with health care professionals, as well as knowledge of global health issues highly desirable.

ESSENTIAL SKILLS

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; experience with Adobe Suite, association management systems (e.g., netForum), web maintenance/document collaboration platforms (e.g., SharePoint), and virtual meeting platforms (e.g., Teams) preferred. Fluency in a foreign language a plus. Some travel (possibly including international travel), overtime, and weekend work may be required, along with the ability to be flexible with work schedule to accommodate physician's availability.

A reasonable estimate of the current base pay range for this position is $27.51/hr - $29.05/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.

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 regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.