Dec 02, 2020

Project Assistant (Grant-funded)

  • American Academy of Pediatrics
  • Itasca, IL, USA
Full-Time Administration Health Care Nonprofit - Social Services Program Management

Job Description

The American Academy of Pediatrics (AAP), the nation’s leading advocacy organization for children’s healthcare, is seeking an organized administrative support person with strong time management skills to assist the Systems of Services for Children with Special Health Care Needs grant programs. This position will also support assigned operational, committee, section, and council activities, including budget assistance and meeting planning.

Some tasks include:
1. Respond to e-mail and phone requests for team and project-specific information and resources.
2. Assist with tracking and monitoring expenses for operational and grant accounts. Monitor and distribute monthly budget detail reports and assist with monitoring committee, section, and council budgets as needed.
3. Assist with the compilation of information and details for consultant and subcontracts; track payment schedules, invoices, disbursements of payment, and other details.
4. Prepare and process monthly staff credit card expense reports, ensuring that expenses are coded to appropriate accounts and proper approval is obtained.
5. Coordinate planning and logistics related to on- and off-site meetings, including Senior Director travel, hotel arrangements, meeting facilities and related contracting, meals, transportation, preparation and compilation of materials, processing meeting expense reports, and follow-up to the meetings. Attend meetings as needed to provide on-site assistance.
6. Serve as the primary point of contact with members regarding their expenses and reimbursement for relevant meetings. Process and record expenses, including participant expense forms as well as hotel and catering invoices.
7. Assist in the preparation of grant applications, reports, and budget materials to satisfy submission and reporting requirements.
8. Provide administrative support in the development and review of marketing/informational materials, policy statements, and other educational/guidance materials.
9. Assist with developing and promoting messages related to grant-funded projects via social media, AAP communication outlets, and with external partners.
10. Help prepare presentations using PowerPoint and other formats.
11. Track technical assistance requests for team projects.
12. Facilitate the compilation and distribution of informational materials for team projects and initiatives and maintain inventory of materials.
13. Assist with posting of new content for e-communications and web pages on the AAP and project/grant sites. Maintain and update various team email distribution lists.
14. Regularly check Web site links.
15. Assist with obtaining COI disclosures and copyright approvals as needed.
16. Provide administrative support to the Senior Director and team staff as needed, including drafting memos/minutes, telephone coverage, faxing, scheduling meetings and conference calls, proofreading, copying, data entry, typing, filing, and ordering supplies.

Qualifications needed:
1. Bachelor’s degree in business administration, communication or related field required, or an equivalent combination of relevant education and work experience.
2. One to two years’ general related administrative and/or customer support experience required, preferably including meeting planning, budget/expense tracking, and maintaining web pages. Experience working in a non-profit or medical association preferred.
3. Must take initiative, pay close attention to detail, be able to work independently and as part of a team, manage multiple priorities simultaneously, and collaborate effectively with various internal and external constituents. Excellent organizational, time management, interpersonal, verbal/written communication, and budgeting skills required. Strong technical acumen essential with proficiency in MS Office required and the ability to learn and apply new technologies; experience with budgeting software (eg, Acumatica), web design/maintenance software (eg, SharePoint), and virtual meeting platforms(eg, WebEx) preferred. Some overtime and weekend work may be required.

To learn more about the organization, see a full job description, and/or apply for the position, please visit

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.


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