Posted 3 weeks ago

Program Specialist

Company: American Academy of Pediatrics
Category: Healthcare, Office and Administration


Type: Full Time

The Program Specialist provides programmatic and administrative support to assigned Pediatric Population Health program activities, including the development of website content, publications and promotions, and program summaries; coordinating meeting arrangements and logistics; and tracking budgets. Responsibilities:

  • Coordinate the planning of all assigned grant activities, including scheduling conference calls/virtual meetings, assisting with meeting material development and dissemination, coordinating programs, managing all travel logistics, and obtaining and tracking required documentation.
  • Draft and develop program and promotional materials (eg, newsletters, articles, email announcements, flyers). Disseminate materials through various AAP communications channels, including AAP News OnCall, SmartBrief, Chapter Connections, newsletters, and approved American Academy of Pediatrics (AAP) social networking opportunities.
  • Coordinate in-person and virtual meetings, including planning and coordinating travel arrangements and organizing and disseminating meeting agenda materials. Attend meetings as needed to provide on-site assistance. Draft and disseminate minutes as requested. Process expense reports for appropriate staff and meeting attendees.
  • Coordinate conference calls, including scheduling calls, sending out agenda materials, and writing minutes.
  • Assist in the preparation of grant materials for assigned grants, including, funding proposals, continuation application materials, progress reports, and updates to funders. Develop and maintain reports and records documenting major project-related milestones, presentations, and other internal and external communications to facilitate communication to funders, stakeholders, and constituents. Maintain and organize project files; save documentation as required on internal AAP collaborative sites.
  • Coordinate collection of progress reports, assist in developing grant reports.
  • Develop and monitor assigned budgets in accordance with AAP procedures and policies. Track monthly expenses and resolve incorrectly coded charges. Keep accurate budgetary records and provide forecast estimates as needed. Assist in projecting costs for future activities based on current budgets. Coordinate internal expense processes, including operations for travel reports and staff credit card charges.
  • Coordinate and track consulting agreements and subcontracts. Maintain a system to track deadlines, deliverables, and submission of invoices for all subrecipients.
  • Provide administrative and programmatic support to Directors and colleagues as needed. Prepare and disseminate reports, proposals, and other correspondence.
  • Manage requests for technical assistance in collaboration with appropriate staff to respond to calls and emails. Maintain a system to track communications and assistance provided and identify common themes in requests for assistance. Work with Director(s) to develop plans for proactively addressing common assistance requests with AAP Chapters, members, and other stakeholders.
  • Maintain and update accurate group rosters and listservs for assigned programs as assigned.
  • Support programs and activities and attend relevant meetings specific to the department of Healthy Resilient Children, Youth, and Families as assigned programs.