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 Campaigns Project Coordinator to provide administrative support to the AAP Digital Communications team, including maintaining filing systems, meeting planning, project tracking, preparing reports and responding to requests for information. This individual will provide administrative support for other department projects and initiatives as needed.
Hours: 8:00am – 4:30pm, with a 1-hour lunch.
Qualifications needed:
- Bachelor’s degree in communications, public relations, or related discipline or an equivalent combination of relevant education and work experience required.
- At least two years’ related general administrative experience required, including meeting planning and project tracking/reporting. Experience tracking project deliverables, creating and maintaining electronic documents, setting up virtual meetings, and/or working on grants preferred. Experience in public relations, public health programs, or working in a non-profit association and/or with health care professionals a plus.
- Excellent interpersonal, organizational, time management, verbal/written communication, and diplomacy skills required.
- Strong technical acumen with proficiency in MS Office (particularly Excel) and the ability to learn and apply new technologies required; experience with Adobe Acrobat, document collaboration platforms (eg, SharePoint), relational databases (eg, Airtable), and virtual meeting platforms (eg, WebEx, Teams, Zoom) preferred.
- Some overtime and weekend work may be required.
Some tasks include:
- Coordinate the scheduling, planning, and logistics for meetings and calls, including travel arrangements, meeting facilities, virtual meeting access, meals, transportation, a/v, compiling and disseminating agenda materials, and completing and processing expense reports. Provide on-site assistance and technical set up and support for virtual attendees as needed. Liaise with attendees on meeting and travel arrangements.
- Assist Public Affairs Project Specialist to process invoices, credit cards statements, and travel expense forms. Coordinate approval signatures, and ensure expenses are coded to appropriate accounts and submitted for payment.
- Assist with routing and proofreading materials, testing web tools/links for accuracy, and tracking project deliverables.
- Support the development, promotion, and delivery of webinars, including platform support, as directed.
- Assist with preparation of reports and other written materials and documents according to funder requirements.
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.
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.
A reasonable estimate of the current base pay range for this position is $29.07/hr - $30.69/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.