Program Coord, Immunization Init

TITLE:

Program Coordinator, Immunization Initiatives (Grant-funded)

REPORTING RELATIONSHIP:

Senior Manager, Immunization Initiatives

BASIC FUNCTION:

Provide administrative support and coordinate assigned activities to support the completion of outcomes specific to projects supporting immunization program needs of pediatric healthcare clinicians and increased vaccination rates among vulnerable populations in response to emerging public health and infectious diseases threats.

DUTIES AND RESPONSIBILITIES:

1. Coordinate the development and distribution of Requests for Proposals, including collation of materials to facilitate scoring, leadership review/approval, notification of applicants, and preparing check or wire transfer requests.

2. Provide technical and administrative support for project-related webinars, conference calls, meetings, and/or focus groups, including scheduling, tracking attendance, compiling agendas, and drafting meeting minutes.

3. Assist in responding to and tracking project-related technical assistance inquiries and refer inquiries to project staff and project oversight group members, as needed.

4. Coordinate the dissemination of tools, resources, and communication materials related to cooperative agreement activities and serve as the point of contact with AAP Public Affairs staff.

5. Assist in the recruitment, tracking, and ongoing communication with immunization subject matter experts and Chapter Immunization Representatives.

6. Facilitate dissemination of the Immunization Initiatives Newsletter, including proofreading drafts, entering content into the template, and managing the distribution list.

7. Assist in data collection and tracking for project evaluation activities, including coordinating the review and approval process for evaluation tools, entering evaluation tools into the collector, and tracking AAP web page metrics.

8. Assist in the preparation of grant materials including, but not limited to, funding proposals, continuation application materials, progress reports, and funder updates. Participate in the development of grant applications, creating lists of required elements, personnel responsibilities, deadlines, and other relevant information, tracking progress and serving as the central repository for proposal components.

9. Process project-related expense forms, check requests, credit card statements, and invoices. Assist with monthly budgeting and expense tracking.

10. Perform all other duties as assigned.

EDUCATION:

Bachelor’s degree in health education, health policy, public health, social sciences, communications, or a related field or an equivalent combination of relevant education and work experience required.

EXPERIENCE:

At least two years’ related administrative or project coordination experience required, preferably related to public health programs. Experience with educational programming and online project tracking systems/database management strongly preferred. Experience working with health professionals, state- or community-based programs, and grants management highly desired.

ESSENTIAL SKILLS:

Excellent organizational, time management, oral/written communication, and critical thinking skills required, including strong writing and proofreading skills. Must be detail-oriented, able to handle a heavy workload, work both independently and as part of a team, think creatively, manage multiple priorities simultaneously, take initiative, collaborate effectively with various internal and external constituents, and promote 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 web editing software (eg, SharePoint, Publisher), virtual meeting platforms (eg, WebEx, Teams), social media platforms, and databases strongly preferred. Some overtime, weekend work, and travel required.

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.