Hybrid Project Coordinator: Grants, Communications & Web

American Academy of Pediatrics; Itasca (IL); Hybrid; USD 39,950 - 42,705; Full time

Job summary

The American Academy of Pediatrics seeks a Project Coordinator to provide administrative and project support for CYSHCNI programs and activities. Responsibilities include budget and expense report management, virtual meeting support, and developing communications materials.

The role covers grant-funded initiatives, meeting logistics, and site maintenance on SharePoint and websites, with emphasis on multitasking, collaboration, and strong written/verbal communication skills.

Qualifications

• 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. Experience with maintaining web pages and collaboration sites and developing communication/marketing materials 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.
• 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.
• Support 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.
• 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.
• 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.

Education

Bachelor's degree in business administration, communications, public health, or related field

Tools

MS Word

MS Excel

PowerPoint

SharePoint

WebEx

Teams

Zoom

Smartsheet

Acumatica

Magnet Mail

MS Publisher

Adobe Acrobat

Job description

The American Academy of Pediatrics seeks a Project Coordinator to provide administrative and project support for CYSHCNI programs and activities. Responsibilities include budget and expense report management, virtual meeting support, and developing communications materials.

The role covers grant-funded initiatives, meeting logistics, and site maintenance on SharePoint and websites, with emphasis on multitasking, collaboration, and strong written/verbal communication skills.