American Academy of Pediatrics
Would you like to work at one of the nation’s most respected, mission-driven organizations? If so, the American Academy of Pediatrics (AAP) is seeking a Program Specialist to provide programmatic and administrative support to assigned grant program activities, including the development of website content, publications and promotions, and program summaries; coordinating meeting arrangements and logistics; and tracking budgets.
Hours: 8:00am – 4:30pm, with a 1-hour lunch. 37.5 hour work week.
• Bachelor’s degree in public/community health, health education, or related discipline or an equivalent combination of relevant education and work experience required.
• At least two years’ related project coordination and/or administrative experience required, including meeting planning and budget tracking, preferably supporting public/community health or health education programs. Experience with grants, maintaining websites, developing promotional materials, and working in a medical association and/or with health care professionals preferred.
• Excellent interpersonal, organizational, problem solving, verbal/written communication, diplomacy, and proofreading skills required.
• Must be able to coordinate multiple projects simultaneously, manage a heavy workload, 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 maintain and promote a positive and cooperative team-oriented work environment with a commitment to equity, diversity, and inclusion.
• Some travel, over time, evening/ weekend work may be required.
Some tasks include:
• Coordinate the planning of assigned grant activities, including scheduling conference calls and virtual/on-site meetings, assisting with meeting material development and dissemination, coordinating programs, managing travel logistics, and obtaining and tracking required documentation. Attend on-site meetings as needed to provide assistance. Draft and disseminate minutes as requested. Process expense reports for appropriate staff and meeting attendees.
• Draft and develop program and promotional materials (eg, newsletters, articles, email announcements, flyers). Disseminate materials through various American Academy of Pediatrics (AAP) communications channels, including AAP News OnCall, SmartBrief, Chapter Connections, newsletters, and approved AAP social networking opportunities.
• Assist in the preparation of grant materials for assigned grants, including funding proposals, continuation application materials, progress reports, and updates to funders. Develop and maintain reports and records documenting major project-related milestones, presentations, and other internal and external communications to facilitate communication to funders, stakeholders, and constituents. Maintain and organize project files; save documentation as required on internal AAP collaborative sites.
• Coordinate collection of progress reports and assist in developing grant reports.
• Develop and monitor assigned budgets in accordance with AAP procedures and policies. Track monthly expenses and resolve incorrectly coded charges. Keep accurate budgetary records and provide forecast estimates as needed. Assist in projecting costs for future activities based on current budgets. Coordinate internal expense processes, including operations for travel reports and staff credit card charges.
• Coordinate and track consulting agreements and subcontracts. Maintain a system to track deadlines, deliverables, and submission of invoices for all subrecipients.
Why work for the AAP?
• Flexible hours and a focus on work/life balance.
• State-of-the-art building equipped with standing desks, treadmill desks, cycle desks, on-site fitness center, and on-site exercise classes.
• An on-site cafeteria with food costs that are subsidized by AAP.
• Strong focus on mental health and wellness.
• Tuition reimbursement.
• Competitive PTO and sick leave.
• Annual year-end company-wide week off the last week of December.
• Excellent parental benefits, including adoption assistance.
• A full list of benefits can be found here (https://downloads.aap.org/DOHRAS/BenefitsAtAAP.pdf).
Hybrid work environment of 40% of work time in the office per month.
All AAP employees must be fully vaccinated against COVID-19. Requests for a medical or religious accommodation in regard to this vaccination can be submitted for consideration upon an offer of employment.
To learn more about the organization, see a full job description, and/or apply for the position, please visit https://www.aap.org/employment.
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.