Aug 20, 2020

Grants Administration Coordinator

  • American Academy of Pediatrics
  • Itasca, IL, USA
Full-Time Accounting

Job Description

The American Academy of Pediatrics (AAP), the nation’s leading advocacy organization for children’s healthcare, seeks a detail-oriented individual to provide accounting and administrative support for grants and contract management activities.

Some tasks include:
1. Maintain grant accounts with effective start and end dates and assign access rights within the financial systems and collaboration sites.
2. Ensure procurement and subrecipient contracts have the required attachments and approvals and supporting documentation is saved to the collaboration site; encumber/unencumber related transactions.
3. Assist Grant Administrators in preparing budgets, proposals, and other documents required for timely submission of application packages and other reports.
4. Prepare invoices, process cost transfers, and other journal entries.
5. Review sponsored program accounts payable for accurate coding and appropriate level of approval.
6. Maintain a master schedule of upcoming deadlines for proposals, progress and financial reports, prior approval requests, budget revisions, and other required filings.
7. Provide administrative and project support to Senior Director and Grant Administrators with special projects as requested.
8. Foster collaborative working relationships with program staff and ensure a high degree of customer focus and satisfaction.
9. Serve as team lead of collaboration sites, ensuring resources, training materials, and forms are kept current.
10. Provide backup for the Executive Assistant and with the contract review process.

Qualifications needed:
1. Bachelor’s degree in accounting, business, or related discipline required, or an equivalent combination of relevant education and work experience required.
2. At least two years of related administrative and/or project coordination required, including data entry and budget/fiscal management. Experience with grants management, coordinating grant applications and contracts, and working with financial systems and collaboration sites highly desirable.
3. Must be able to maintain a high level of accuracy and attention to detail; manage multiple priorities simultaneously, meet tight deadlines, take initiative, , and work both independently and as part of a team. Strong technical acumen essential with proficiency in MS Office, including Excel, and the ability to learn and apply new technologies; experience with financial software (eg, Acumatica) and collaboration site software (eg, SharePoint) strongly preferred. Some overtime required, particularly around month and year-end close.

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.


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