Campaigns Project Coord

TITLE:

Campaigns Project Coordinator (Grant Funded)

REPORTING RELATIONSHIP:  

Senior Manager, Campaigns

BASIC FUNCTIONS:

Provide administrative support to the American Academy of Pediatrics (AAP) Digital Communications team, including maintaining filing systems, meeting planning, project tracking, preparing reports and responding to requests for information. Provide administrative support for other department projects and initiatives as needed.

DUTIES AND RESPONSIBILITIES:

1.    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.

2.    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. 

3.    Assist with routing and proofreading materials, testing web tools/links for accuracy, and tracking project deliverables.

4.    Support the development, promotion, and delivery of webinars, including platform support, as directed.

5.    Assist with preparation of reports and other written materials and documents according to funder requirements.

6.    Support the development and dissemination of campaign communications and promotions, including proofreading drafts, submitting promotional content on deadline, and coordinating with printer and/or ad agencies, tracking channel engagement.

7.    Assist with collecting and compiling information on campaign activity (eg, metrics on media coverage, social media engagement, website traffic, newsletter clicks) to track progress of deliverables and support the evaluation of campaign effectiveness. 

8.    Respond to calls and e-mail requests seeking information related to the vaccine confidence campaign, escalating advanced inquiries to other staff as appropriate. 

9.    Coordinate and process mailings and organize and ship materials to meetings.

10.    Maintain and organize electronic and paper documents.

11.    Perform all other tasks as assigned.

EDUCATION:

Bachelor’s degree in communications, public relations, or related discipline or an equivalent combination of relevant education and work experience required.

EXPERIENCE  

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.

ESSENTIAL SKILLS:

Excellent interpersonal, organizational, time management, verbal/written communication, and diplomacy skills required. Must be able to manage multiple priorities simultaneously within established deadlines, take initiative, pay close attention to detail, work both independently and as part of a team, collaborate effectively with various internal and external constituents, and contribute to fostering an inclusive culture where everyone feels valued and respected. 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.

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.

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.