What are the responsibilities and job description for the Global Newborn & Child Health Coord position at American Academy of Pediatrics?
TITLE:
Global Newborn and Child Health Coordinator
REPORTING RELATIONSHIP:
VP, Global Newborn and Child Health
BASIC FUNCTIONS:
Provide administrative and customer support for Global Newborn and Child Health team initiatives and programs. Provide administrative, scheduling, and project support to the VP, Global Newborn and Child Health, including budgeting and financial activities.
DUTIES AND RESPONSIBILITIES:
1. Provide administrative support to VP, including maintaining an active, rapidly changing calendar; developing complex and detailed travel plans and itineraries; coordinating all travel arrangements and processing travel expense reports; and prioritizing travel and appointments in alignment with work priorities. Maintain effective lines of communication with VP to proactively anticipate needs such as arranging and preparing necessary documents and materials in a timely manner.
2. Create, maintain, and deliver appropriate written and oral business communication in a customer-friendly, proactive manner with both internal and external colleagues, including AAP Board of Directors and Senior Leadership.
3. Coordinate and perform administrative functions for team, including taking minutes, drafting correspondence, and database and team calendar maintenance. Develop standard operating procedures (SOPs) to improve efficiency for administrative functions. Assist in onboarding of new staff regarding these administrative functions.
4. Assist with meeting planning, agenda development, dissemination of materials, execution, and follow up for the VP.
5. Assist VP in coordinating and executing projects, including development of project proposals, articles, and presentations. Conduct research, evaluate findings, and edit materials accordingly.
6. Foster collaboration with support staff colleagues and keep current on organizational policies, procedures, staffing, and leadership appointments to ensure appropriate protocols and best practices are followed, and accurate and consistent information is included when drafting correspondence and disseminating information.
7. Coordinate assigned committee, section, and staff meetings, including scheduling, travel and meeting arrangements, conference calls/webinars, follow-up with meeting participants, and compilation of agenda books and meeting materials. Coordinate packing and shipping of medical equipment and materials as needed.
8. Cross-train in the business processes for all Clinical Skills and Global Newborn programs and provide customer support for all programs, including the Neonatal Resuscitation Program Learning Management System. Continuously analyze customer queries to suggest and implement process improvements that positively impact the customer's experience and increase productivity and service delivery.
9. Assist in the development, production, and distribution of Clinical Skills and Global Newborn manuals, multimedia, courses, newsletters and other educational materials and products. Develop and maintain editorial and/or collaborative Web sites for designated projects.
10. Maintain and monitor the online conflict of interest (COI) disclosure system for assigned instructors, editors, and committee members. Take necessary steps to achieve compliance for the disclosures.
11. Assist in assessing the feasibility of new team projects, including background research; proposal preparation; and development, production, and distribution of identified of manuals, courses, multimedia, and resources.
12. Serve as SharePoint champion and the lead in designing and maintaining assigned collaboration sites.
13. Serve as a Superuser for the accounting software and assist in developing, entering and monitoring assigned budgets and forecasts. Reconcile all team expenditures, including credit card statements, on a monthly basis and investigate discrepancies. Track income and expenses for identified initiatives. Process staff and committee expense reports. Maintain budget files.
14. Coordinate the review, routing, and processing of team contracts and royalty payments. Monitor schedules and process and record payments.
15. Track submission of course-related materials and project activities and generate reminder notices when necessary.
16. Perform other duties as assigned.
EDUCATION:
Bachelors' degree in nonprofit management, public health, communications, business or related discipline, or an equivalent combination of relevant education and work experience required. Experience with global health preferred.
EXPERIENCE:
One to two years' related general administrative and/or customer service experience required, preferably including meeting coordination, budget tracking, and/or website maintenance.
ESSENTIAL SKILLS:
Exceptional interpersonal, writing, communication, customer service, time management, and organizational skills required. Must be detail oriented, take initiative, able to work both independently and as part of a team, manage multiple priorities simultaneously under time constraints, effectively collaborate with various internal and external constituents, and maintain a positive and cooperative team-oriented work environment with a commitment to equity, diversity, and inclusion. Strong technical acumen essential with proficiency in MS Office and the ability to learn and apply new technologies; experience with budgeting software (eg, Acumatica), web maintenance software (eg, SharePoint), Adobe Acrobat, collaboration/document management platforms (eg, SharePoint), and virtual meeting platforms (eg, WebEx, Teams) strongly preferred. Some overtime and evening/weekend work, as well as travel, may be required, as well as the ability to be flexible with work schedule to accommodate physicians' availability.
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 .
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.
EEO Statement: The AAP is an Affirmative Action/Equal Opportunity Employer of Minorities, Women, Individuals with Disabilities, and Veterans. The AAP actively recruits all qualified candidates without regard to race, color, religion, gender, sexual orientation, national origin, age, marital status, veteran status, disability status, or any other protected class. EEO is the Law.
