Project Coordinator

Background

California Chapter 1, American Academy of Pediatrics (AAPCA1) is a pediatrician-based organization that strives to promote the optimal health and development of the children and adolescents of Northern and Central California in partnership with their families and communities, and to support the pediatricians who care for them. AAPCA1 engages in initiatives, projects, and grant work to fulfill this mission. 

AAPCA1 is looking for a self-starting, passionate, and energetic professional, experienced in the non-profit sector, and interested in child health issues to join our team. The Project Coordinator will work closely with the AAPCA1 Executive Director/Project Manager and project teams to carry out the tasks of the chapter initiatives. This part-time position is funded by the chapter and grants. The current grant-based initiatives include (1) Adverse Childhood Experiences (ACEs) Aware Communications Grant (2) AAP Healthy People 2020 on Public Charge Misinformation and (3) AAP Addressing Social Health and Early Childhood Wellness (ASHEW) Quality Improvement Collaborative and the chapter projects/initiatives include the chapter chat series, membership engagement and outreach, committee/task force empowerment, organizational social media presence and marketing, monthly newsletter and more. This is an at-will employment position, with the possibility of full-time employment if sufficient grant funds are available. 

Title: Project Coordinator 

Reports to: Project Manager & Executive Director

Job Type: Part Time (.75FTE), with the potential to become full time based on grant availability; At-will employment 

Salary: $20-$25/hour (based on experience)

Benefits: No health/dental benefits while part-time; Health/dental benefits will be offered if the position becomes full-time.

Location: Remote, but generally based in Northern/Central California for potential in-person meetings

Job Summary

• Assists project manager(s) and physician leads with organizing and carrying out the project activities
• Ensure projects run smoothly by controlling workflow, scheduling assignments, evaluating the course of the project and reporting its status to the management and stakeholders
• Work with team to develop and coordinate Scope of Work activities to ensure quality outcomes and efficient compliance of contract/funding requirements
• Facilitate and document communication (meetings, resources, information) between team members and outside stakeholders
• Work with team to develop key relationships with the community, government, health experts and development experts
• Assist with writing summary reports for contracting requirements
• Complete other tasks as needed to support the projects
• Attend meetings with community partners
• Assist with the scheduling of internal and external meetings
• Assist with and plan trainings/workshops/webinars as needed
• Assist with invoicing and budget tracking for grant projects
• Provide administrative assistance for ongoing chapter activities: 
  • Assist AAPCA1 in producing flyers (marketing material), newsletters, and other outreach materials for the chapter
  • Work on special projects as needed
  • Confirm details of all outreach, trainings and meetings including dates and times, locations, and attendees
  • Schedule and host meetings and trainings in video-conference platforms
  • Create and maintain office files, office forms, meeting minutes, project records and mailing lists
  • Work with newsletter editors to organize, develop, and send monthly newsletters
  • Maintain spreadsheets and update databases for Committees/Task Forces, Board of Directors portal, and membership lists on Constant Contacts
  • Implement membership recruitment and retention efforts
  • Create surveys and run analysis as needed
  • Maintain and routinely update chapter website
  • Assist with conference planning, which includes Continuing Medical Education paperwork, speaker coordination, exhibitor procurement, syllabus, and much more
  • Grant searching and writing to facilitate increased funding for projects
  • Complete other tasks as needed

Minimum Qualifications

• Preferred Bachelor’s degree in a related field; college students with some education in the related fields are encouraged to apply
• 1-2 years of relevant experience in a professional office setting
• Excellent writing and communication skills 
• Innovative, detail oriented, and organized
• Interest and experience in the field of child health/development or non-profit sector
• Ability to work with a wide range of people and organizations with diverse backgrounds, including MD’s, PhD’s and other public health professionals
• Ability to work as part of a team, to prioritize and handle multiple tasks, and to work independently
• Display a professional can-do and positive attitude
• Proficiency with Microsoft Office software, meeting software and the required skills listed below
• Good judgment and problem-solving skills
• Some evening and weekend meetings required
• Ability to focus while working from home

Required Skills

• Project coordination/management
• Administrative support
• Must have experience with communication tools and social media and/or willing to learn.
• Social Media platforms (Twitter, Instagram, Facebook and other)
• Website (WordPress and Wix)
• Survey and Data Collection (Survey Monkey, Excel/Google Sheets)
• Marketing & Design (Canva, Hootsuite)
• Meeting Organization (Zoom, doodle, google calendar)
• Communication & Marketing Strategy
• Data Analysis
• Invoicing and budgeting
• Grant procurement and writing

Working Environment

• Remote working with access to reliable internet
• Ability to hear sufficiently for phone conversations and quiet, confidential oral discussions
• Ability to speak clearly and concisely enough to be understood
• Ability to sit for long periods of time in meetings or at desk
• Ability to bend and pull occasionally to access files, equipment, and supplies

Physical Demands

• Walking and Standing (Mobility) - Less than 10%
• Sitting - More than 90%
• Hand and Finger Dexterity - More than 90%
• Close Vision - More than 90%
• Talking and Hearing - More than 70%
• Lifting Less than 40 pounds - Seldom
• 41 to 60 pounds - Never

Ability to perform these essential functions will be used by the Executive Director to determine if reasonable accommodation is possible for a disabled employee protected by the Americans with Disabilities Act.

AAPCA1 is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
 

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.