Program Asst

Program Assistant (Grant Funded)

Provide administrative support for youth engagement activities for the American Academy of Pediatrics (AAP) Center of Excellence on Social Media and Youth Mental Health, including engaging directly with youth (ages 14-18), coordinating meetings, organizing workgroup logistics, supporting recruitment and engagement of youth audiences for Center work, preparing correspondence, and processing invoices and expense forms.

Duties and Responsibilities:

• Coordinate the planning of virtual and in-person Youth Advisory Panel (YAP) meetings and other youth events, including audio/visual needs; arranging meeting space; preparing and disseminating meeting agendas/materials; and processing travel forms and reimbursement requests. Attend meetings as requested to provide administrative support, including taking minutes/notes.
• Engage directly with youth advisors (ages 14-18) in a way that is age-appropriate, motivating, and encourages inclusion, belonging, safety, and confidentiality. Work with youth to plan and facilitate workgroup activities.
• Provide administrative support for logistics related to YAP recruitment, processing applications, onboarding, and offboarding.
• Process YAP check requests and invoices and assists with monitoring assigned budgets.
• Maintain and organize files in SharePoint and Microsoft Teams for internal and external document sharing and editing.
• Maintain up-to-date rosters for the YAP.
• Assist with preparing educational materials and other resources to expand the Center's youth audience, and engage young people in Center activities, including content for annual youth forums.
• Coordinate requests for youth speakers and presentations that come to the Center, including identifying appropriate speakers, assisting with scheduling and travel/registration logistics, and working with youth to prepare and obtain necessary approvals of their presentation content.
• Maintain youth engagement contact list.
• Monitor youth email inbox. Respond to general requests and escalate advanced inquiries to the appropriate AAP staff.
• Draft and/or share correspondence and other materials with subject matter experts, youth organization leaders, teens, and other relevant community partners and constituents.
• Compile data for use by the Center team to generate reports, statistics, timelines, tables, graphs, correspondence, and presentations.
• Assist with preparing and compiling grant reports and applications as needed.
• Provide administrative support for other assigned grant activities as needed.
• Perform other duties as assigned.

Education: Bachelor's degree in business, public health, health administration, social sciences, child development, or related discipline required, or an equivalent combination of relevant education and work experience required.

Experience: At least one year of related general administrative or customer service support experience is required, including some meeting or activity planning and tracking/processing expenses. Experience with maintaining online shared documents and/or working on child or adolescent health initiatives or youth leadership highly desirable.

Essential Skills: Excellent interpersonal, diplomacy, organizational, time management, communication, writing, and proofreading skills required. Must be able to take initiative, coordinate multiple projects simultaneously within tight deadlines, 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 web maintenance/document collaboration platforms (e.g., SharePoint) and virtual meeting platforms (e.g., Teams) preferred. Some travel, overtime, and evening/weekend work required, along with the need for flexibility in arranging work schedule to accommodate youth or physicians' availability.

Hybrid work environment of 40% of work time in the office per month.

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 View phone number on click.appcast.io. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.

American Academy of Pediatrics