Project Coordinator

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

Title:

Project Coordinator

Reporting Relationship:

Senior Director, Children and Youth with Special Health Care Needs Initiatives

Basic Function:

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.

Duties and 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.

Education:

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

Experience:

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, as well as working in an association or with grant or public health projects.

Essential Skills:

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; 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. Some overtime, weekend work, and travel required.

Salary:

A reasonable estimate of the current base pay range for this position is $29.92/hr - $31.58/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.

Work Arrangement:

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

Company Culture and Diversity:

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.

Accommodation:

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.