Equity Initiatives Coord

Reporting to the Senior Director of Equity Initiatives, this role provides administrative and project coordination support for the AAP Chief Health Equity Officer (CHEO), Equity Initiatives team, and related member constituent groups.

Responsibilities

• Create, edit, and disseminate communications for member constituent groups, including newsletters, e-newsletters, and educational materials.
• Collaborate with Equity Initiatives and other AAP staff 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.
• 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.
• Assist with annual budget preparations and enter budgets into AAP financial software; monitor budgets, track expenses, identify and report on variances, investigate and resolve budget discrepancies, and forecast future expenses.
• Support staff and constituent group leadership with membership recruitment and retention activities, including sending new member communications, lapsed member letters, running member reports, monitoring member survey data, and communicating results to member leaders.
• Assist with timely collection and consolidation of peer review feedback of AAP policies authored by member constituent groups.
• Reconcile and process credit card statements for the CHEO and Equity Initiatives staff; assist with processing expense reimbursement forms, check requests, reclasses, and invoices.
• Process contracts and consulting agreements; assist with tracking deadlines and project deliverables.
• Develop and maintain LISTSERV email lists, collaborating with Equity Initiatives staff as needed.
• Serve as Super User for the CHEO and Equity Initiatives team Conflict-of-Interest Management System.
• Respond to inquiries regarding Equity Initiatives and constituent group project activities, escalating advanced inquiries to other staff as needed.
• Assist with preparing federal and philanthropic funding proposals, contracts, and/or continuation applications, including compiling and organizing application materials.
• Provide administrative support for other assigned initiatives as needed.
• Maintain effective lines of communication across AAP departments and foster collaborative working relationships with other administrative support staff to ensure consistent information sharing.
• Perform all other duties as assigned.

Requirements

• Bachelor’s degree in business, communications, health education, public health, or related field, or an equivalent combination of relevant education and work experience.
• At least two years’ related general administrative and/or project coordination experience, including coordinating project components, meeting coordination, processing and tracking expenses, 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, is a plus.

Skills

• Ability to manage multiple priorities simultaneously, take initiative, think creatively, and pay close attention to detail.
• Strong collaboration skills with various internal and external constituents.
• Commitment to fostering a culture where everyone feels valued and respected.
• Excellent organizational, time management, verbal/written communication, diplomacy, and critical thinking skills.
• Proficiency in MS Office (Word, Excel, PowerPoint) and ability to learn and apply new technologies, including AI.
• Experience with web site maintenance/document collaboration site platforms (e.g., SharePoint), virtual meeting platforms (e.g., Teams), Adobe Acrobat, budgeting software (e.g., Acumatica), Canva, Smartsheet, and Magnet Mail preferred.
• Some overtime, weekend work, and travel required.

Pay

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, certifications, geographic location, business needs, and organizational policies.

Benefits

Comprehensive benefits package including healthcare and retirement savings plans. View full benefits details.

Schedule

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