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Program Coordinator, Immunization Practice Improvement (Grant Funded)

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Job Details
Job Order Number
Company Name
Physical Address
345 Park Place
Itasca, IL 60143
Job Description

The American Academy of Pediatrics (AAP), the nation’s leading advocacy organization for children’s healthcare, seeks an organized, detail-oriented Program Coordinator to provide administrative support and coordinate assigned program activities to support the completion of outcomes specific to the HPV vaccination improvement project.

Some duties include:
1. Coordinate, track and process agreements with consultants and/or subrecipients, as applicable. Create and maintain a system to track deadlines, deliverables, and submission of invoices.
2. Coordinate the promotion and dissemination of project materials and educational offerings, including printing and shipping.
3. Provide technical support for project-related webinars and conference calls.
4. Assist in responding to and tracking project-related technical assistance inquiries. Manage follow-up communications and refer inquiries to project staff and advisory group members as needed.
5. Assist in developing, maintaining and monitoring of immunization-related pages on the and Web sites, including posting content, testing links and working with consultants and program managers to develop new Web pages.
6. Coordinate and participate in project meetings and conference calls, including scheduling appointments and preparing related agendas, materials and minutes. Assist in coordinating necessary follow up.
7. Plan and coordinate administrative and logistical details for meetings and travel. Work with AAP Convention and Meeting Services staff and/or external groups as needed to manage logistics such as invitations, registration, hotel, catering, audiovisual and transportation arrangements. Provide onsite meeting assistance as needed.
8. Assist in data collection and tracking for project evaluation activities.
9. Assist with managing and processing the various applications, approvals, documentation, and certifications required by the project, including Continuing Medical Education, Institutional Review Board, Maintenance of Certification, and the AAP Quality Improvement Data Aggregator. Maintain databases related to tracking participant completion of project requirements.
10. 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.
11. Process project-related expense forms, check requests, credit card statements and invoices.

Qualifications Needed:
1. Bachelor’s degree in business, communications, social sciences, health education, health policy, public health required, or a related field or an equivalent combination of relevant education and work experience.
2. At least two years’ administrative or project coordination experience required, preferably related to public health programs. Experience with educational programming, online project tracking systems/database management, meeting planning, and Web site maintenance strongly preferred. Experience working with health professionals, state- or community-based programs, and grants management highly desired.
3. Experience working with health professionals, state- or community-based programs, and grants management highly desired.
4. Strong technical acumen with proficiency in MS Office (Word, Excel, PowerPoint,) essential; experience with Web editing software (SharePoint, Publisher) and databases preferred. Some overtime, weekend work and travel required.

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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