Equity Initiatives Asst

TITLE:

Equity Initiatives Assistant

REPORTING RELATIONSHIP:

Sr Director, Equity Initiatives

BASIC FUNCTIONS:

Provide administrative support for the American Academy of Pediatrics (AAP) Chief Health Equity Officer (CHEO) and Equity Initiatives staff, including scheduling, planning, and coordinating meetings; processing invoices and expense reports; and preparing and executing contracts and consulting agreements.

DUTIES AND RESPONSIBILITIES:

1. Manage calendar of appointments for the CHEO and Equity Initiatives leadership; assist with prioritizing travel and appointments in alignment with work priorities and ensuring adequate workflow and preparation time between commitments.

2. Arrange complex and detailed travel plans and itineraries for the CHEO; prepare and compile necessary documents and materials.

3. Work with CHEO and Equity Initiatives leadership to enter budgets into AAP financial software, monitor expenses, track variances, and forecast future expenses. Assist staff in monitoring and tracking budgets, expenses, and variances, as needed.

4. Reconcile and process credit card statements for the CHEO and Equity Initiatives staff. Process and submit check expense forms, check requests, and invoices.

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

6. Coordinate planning and logistics for virtual and in-person meetings, including planning meeting and travel logistics; preparing meeting materials, presentations, and/or minutes; serving as liaison between staff and meeting attendees; and processing staff and member expense reports. Provide onsite meeting management including greeting guests, preparation of materials, set up of a/v equipment, food and beverage, etc., as needed.

7. Assist with developing and editing meeting and presentation materials for the CHEO and Equity Initiatives staff.

8. Research, prioritize, and follow up on incoming issues and concerns addressed to the CHEO, including those of a sensitive nature. Maintain strict confidentiality as necessary and suggest appropriate course of action, referral, or response.

9. Assist CHEO with prioritizing conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion; often with deadline pressures.

10. Provide administrative support to activities related to member constituent groups, including the Section on Minority Health Equity and Inclusion (SOMHEI), the Committee on Native American Child Health (CONACH), and the Council on Immigration Child and Family Health (COICFH) as well as other CHEO Administration and team initiatives, as needed.

11. Maintain updated LISTSERV email lists and Magnet Mail accounts for SOMHEI, CONACH and COICHF and other member constituent groups. Assist with disseminating committee, section, and council communications, including newsletters, e-bulletins, brochures and educational materials, as needed.

12. Assist with planning and providing technical assistance for virtual meetings and webinars.

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

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

15. 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 one year of related general administrative experience required, including processing expenses and meeting coordination. Experience maintaining web/collaboration sites and working in a medical association preferred, as well as knowledge of community and public health principles particularly as it pertains to underserved communities.

ESSENTIAL SKILLS:

Must be able to manage multiple priorities simultaneously, take initiative, 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 equity, diversity, and inclusion. 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; experience with web or document collaboration site maintenance software (e.g., SharePoint), virtual meting platforms (e.g., WebEx, Teams), Adobe Acrobat, budgeting software (e.g., Acumatica), Canva, and Magnet Mail preferred. Some overtime, weekend work, and travel required.

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

To learn more about the organization, see a full job description, and/or apply for the position, please visit https://www.aap.org/employment.

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.