Equity Initiatives Coord

Equity Initiatives Coordinator

Reporting Relationship: Sr Director, Equity Initiatives

Basic Functions: Provide administrative and project coordination support for the American Academy of Pediatrics (AAP) Chief Health Equity Officer (CHEO), Equity Initiatives team, and work activities of related member constituent groups, including creating and disseminating communications and education materials, planning and organizing meeting logistics, preparing correspondence, and processing invoices and expense reports.

Duties and Responsibilities:

1. Create, edit, and disseminate communications for member constituent groups, including newsletters, e-newsletters and educational materials. Collaborate with Equity Initiatives and other AAP staff, as needed, to identify communication tools and design and implement innovative communication strategies to promote projects and initiatives. Use and maintain Magnet Mail accounts, email lists, and other communication tools.

2. Coordinate planning and logistics for virtual and in-person meetings, including preparing and editing meeting and presentation materials; serving as liaison between staff and meeting attendees; and processing staff and member expense reports. Attend meetings, as requested, to provide administrative support including taking minutes.

3. Assist with annual budget preparations and enter budgets into AAP financial software. Assist with monitoring budgets, tracking expenses, identifying and reporting on variances, investigating and resolving budget discrepancies, and forecasting future expenses. Support staff and constituent group leadership with membership recruitment and retention activities including sending new member communications and lapsed member letters, running member reports, monitoring member survey data and communicating results to member leaders.

4. Assist with timely collection and consolidation of peer review feedback of AAP policies authored by member constituent groups.

5. Reconcile and process credit card statements for the CHEO and Equity Initiatives staff and assist with processing expense reimbursement forms, check requests, reclasses, and invoices.

6. Process contracts and consulting agreements and assist with tracking deadlines and project deliverables.

7. Develop and maintain LISTSERV email lists, collaborating with Equity Initiatives staff, as needed.

8. Serve as Super User for the CHEO and Equity Initiatives team Conflict-of-Interest Management System

9. Respond to inquiries regarding Equity Initiatives and constituent group project activities, escalating advanced inquiries to other staff as needed

10. Assist with preparing federal and philanthropic funding proposals, contracts and/or continuation applications, including compiling and organizing application materials

11. Provide administrative support for other assigned initiatives as needed.

12. Maintain effective lines of communication across AAP departments and foster collaborative working relationships with other administrative support staff to ensure consistent information sharing.

13. Perform all other duties as assigned.

Education: Bachelor's degree in business, communications, health education, public health, or related field, or an equivalent combination of relevant education and work experience required.

Experience: At least two years' related general administrative and/or project coordination experience required, including coordinating project components; meeting coordination; processing and tracking expenses and; and drafting presentation documents, correspondence, and/or communication materials. Experience maintaining collaboration sites and working in a medical association preferred. Knowledge of community and public health principles particularly as it pertains to underserved communities a plus.

Essential Skills: Must be able to manage multiple priorities simultaneously, take initiative, think creatively, pay close attention to detail, 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. Excellent organizational, time management, verbal/written communication, diplomacy, and critical thinking skills required. Strong technical acumen essential with proficiency in MS Office (Word, Excel, PowerPoint) and the ability to learn and apply new technologies including the use of AI; experience with web site maintenance/document collaboration site platforms (e.g., SharePoint), virtual meting platforms (e.g., Teams), Adobe Acrobat, budgeting software (e.g., Acumatica), Canva, Smartsheet, and Magnet Mail preferred. Some overtime, weekend work, and travel required.

Compensation: A reasonable estimate of the current base pay range for this position is $29.92/hr - $31.58/hr. Compensation decisions take into account a wide range of factors, including but not limited to relevant experience, skills, 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.

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

Equal Opportunity Employer: The AAP is an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.

American Academy of Pediatrics