Project Coordinator Job Opening
Project Coordinator
American Academy of Pediatrics
• Itasca, Illinois
Category: Training Coordinator
TITLE:
Project Coordinator
REPORTING RELATIONSHIP:
Manager, Primary Care and Subspecialty Pediatrics Administration
BASIC FUNCTIONS:
Provide administrative support to SVP, Primary Care and Subspecialty Pediatrics (PCSP) and assist with PCSP committee, section, council, and department activities.
DUTIES AND RESPONSIBILITIES:
1. Provide general administrative support to the SVP, including answering phones; maintaining an active and rapidly changing calendar; coordinating complex and detailed travel arrangements; processing expense reports; prioritizing travel and appointments in alignment with work priorities; and preparing correspondence. Arrange, prepare, and compile necessary documents and materials in a timely manner.
2. Execute administrative tasks in support of PCSP activities, including preparing correspondence, organizing and updating electronic and paper files, photocopying, and supply procurement.
3. Organize and maintain records of travel requisitions, check requests, and other documents necessitating approval by the SVP.
4. Assist with preparation of the department management report; revise and update the template, proof read and edit content, and reconcile discrepancies.
5. Assist managers with staffing support for assigned section subcommittees and workgroups, including agenda development, meeting planning, and setting up web and conference calls.
6. Assist with updating web sites as needed.
7. Support council and section managers with implementation of value-add programs and initiatives such as awards and travel grants.
8. Assist with preparing and monitoring operating budgets, grants, or endorsements.
9. Provide assistance with planning section Continuing Medical Education (CME) courses as required and staff selected PCSP educational sessions and events at the National Conference & Exhibition.
10. Work with Meetings and Travel staff as on-site conference coordinator for selected meetings. Assist with registration and coordinating itineraries and serve as a liaison between staff, meeting participants, and hotel staff.
11. Cross train with PCSP administration colleagues to ensure project support for all PSCP activities as needed and to ensure continuity of administrative procedures.
12. Respond to inquiries regarding various committee, section, council work and PCSP project activities, and escalate to other staff as needed.
13. Perform all other duties as assigned.
EDUCATION
Bachelor’s degree in business administration, communication, or related discipline required, or an equivalent combination of education and work experience.
EXPERIENCE:
At least one year of related general administrative experience required, preferably including calendar management, meeting planning, web site updating, expense processing, and/or budget monitoring. Experience working in a medical association preferred.
ESSENTIAL SKILLS:
Must take initiative, pay close attention to detail, be able to manage multiple priorities simultaneously, work both independently and as part of a team, and collaborate effectively with various internal and external constituents. Excellent organizational, interpersonal, time management, oral/written communication, and critical thinking skills required. Must have strong technical acumen with proficiency in MS Office and the ability to learn and apply new technologies; experience with web maintenance software (eg, SharePoint), collaboration/document management platforms (eg, SharePoint), web conferencing software (eg, WebEx), Adobe Acrobat, and database applications (eg, netForum) preferred. Some overtime, weekend work, and travel may be required.
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 American Academy of Pediatrics 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. ?
872
05/19
Project Coordinator
REPORTING RELATIONSHIP:
Manager, Primary Care and Subspecialty Pediatrics Administration
BASIC FUNCTIONS:
Provide administrative support to SVP, Primary Care and Subspecialty Pediatrics (PCSP) and assist with PCSP committee, section, council, and department activities.
DUTIES AND RESPONSIBILITIES:
1. Provide general administrative support to the SVP, including answering phones; maintaining an active and rapidly changing calendar; coordinating complex and detailed travel arrangements; processing expense reports; prioritizing travel and appointments in alignment with work priorities; and preparing correspondence. Arrange, prepare, and compile necessary documents and materials in a timely manner.
2. Execute administrative tasks in support of PCSP activities, including preparing correspondence, organizing and updating electronic and paper files, photocopying, and supply procurement.
3. Organize and maintain records of travel requisitions, check requests, and other documents necessitating approval by the SVP.
4. Assist with preparation of the department management report; revise and update the template, proof read and edit content, and reconcile discrepancies.
5. Assist managers with staffing support for assigned section subcommittees and workgroups, including agenda development, meeting planning, and setting up web and conference calls.
6. Assist with updating web sites as needed.
7. Support council and section managers with implementation of value-add programs and initiatives such as awards and travel grants.
8. Assist with preparing and monitoring operating budgets, grants, or endorsements.
9. Provide assistance with planning section Continuing Medical Education (CME) courses as required and staff selected PCSP educational sessions and events at the National Conference & Exhibition.
10. Work with Meetings and Travel staff as on-site conference coordinator for selected meetings. Assist with registration and coordinating itineraries and serve as a liaison between staff, meeting participants, and hotel staff.
11. Cross train with PCSP administration colleagues to ensure project support for all PSCP activities as needed and to ensure continuity of administrative procedures.
12. Respond to inquiries regarding various committee, section, council work and PCSP project activities, and escalate to other staff as needed.
13. Perform all other duties as assigned.
EDUCATION
Bachelor’s degree in business administration, communication, or related discipline required, or an equivalent combination of education and work experience.
EXPERIENCE:
At least one year of related general administrative experience required, preferably including calendar management, meeting planning, web site updating, expense processing, and/or budget monitoring. Experience working in a medical association preferred.
ESSENTIAL SKILLS:
Must take initiative, pay close attention to detail, be able to manage multiple priorities simultaneously, work both independently and as part of a team, and collaborate effectively with various internal and external constituents. Excellent organizational, interpersonal, time management, oral/written communication, and critical thinking skills required. Must have strong technical acumen with proficiency in MS Office and the ability to learn and apply new technologies; experience with web maintenance software (eg, SharePoint), collaboration/document management platforms (eg, SharePoint), web conferencing software (eg, WebEx), Adobe Acrobat, and database applications (eg, netForum) preferred. Some overtime, weekend work, and travel may be required.
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 American Academy of Pediatrics 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. ?
872
05/19