Global Health Programs Coord Job Itasca area,Illinois USA,Administrative/Clerical

Global Health Programs Coordinator (Grant funded) REPORTING RELATIONSHIP

Director, Global Health

BASIC FUNCTIONS

Provide administrative support to the American Academy of Pediatrics (AAP) Global Operations and Program Development team, including maintaining filing systems and website pages, processing payments, meeting planning, budget tracking, and preparing and responding to requests for information. Provide administrative support for other department projects and initiatives as needed.

DUTIES AND RESPONSIBILITIES

Coordinate and execute planning and logistics for domestic and international meetings and events, including travel arrangements, meeting facilities, meals, transportation, a/v, compiling and disseminating agenda materials drafting meeting minutes, and completing and processing expense reports. Provide on-site assistance as needed. Liaise with members, consultants, and other attendees on meeting and travel arrangements.

Prepare and track grants, consulting agreements, and subcontracts, including the coordination of review and signature approval process. Ensure international grant tracking systems are updated and in compliance with internal financial and administrative requirements.

Assist with preparation of required grant funding reports, grant reporting materials, and other written materials and documents according to funder requirements.

Enter and track expenditures for assigned budgets. Prepare and process monthly credit card statements and travel expense reports, ensuring that expenses are coded to the appropriate accounts, and that proper approval is obtained.

Make routine updates to grant-related website pages and assist with the development of content for grant program-specific website pages, including the AAP intranet and social media accounts.

Coordinate staff team meeting logistics, agenda development and materials distribution, and meeting notes.

Maintain and organize electronic and paper records, including topical and other files related to team activities. Maintain inventory of materials and tools developed by team.

Coordinate with Executive Assistant and other department staff to ensure consistent application of AAP processes within the team and department.

Respond to routine written correspondence and provide first-line assistance to calls and e-mail requests seeking information on team initiatives, escalating advanced inquiries to other staff as appropriate. Monitor and respond to the various project team e-mail accounts and distribution lists and provide telephone coverage as needed.

Serve as primary team resource for AAP technical systems and databases, including membership database, virtual meeting software, and collaboration site platform. Provide technical assistance and training to team as needed.

Coordinate completion of all required annual individual and institutional disclosures.

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

Maintain team office supplies inventory.

Maintain rosters of relevant committees, groups, and listservs.

Perform all other tasks as assigned.

EDUCATION

Bachelor's degree in business, public health, health policy, or related discipline, or an equivalent combination of relevant education and work experience required.

EXPERIENCE

At least one year of related general administrative experience required, preferably including meeting planning, budget monitoring, maintaining websites, and/or creating and maintaining tracking systems. Experience with grants and working in a medical or non-profit association and/or with health care professionals, as well as knowledge of global health issues highly desirable.

ESSENTIAL SKILLS

Excellent interpersonal, organizational, time management, verbal/written communication, proofreading, and diplomacy skills required. Must be able to coordinate multiple projects simultaneously within established deadlines, adapt to changing procedures and processes, 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 promote and maintain a positive and cooperative team-oriented work environment with a commitment to fostering a culture where everyone feels valued and respected.

Strong technical acumen essential with proficiency in MS Office and the ability to learn and apply new technologies including the use of AI; experience with Adobe Suite, association management systems (e.g., net Forum), web…