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American Academy of Pediatrics Prog Coord, Immunization Init in Itasca, Illinois

TITLE: Program Coordinator, Immunization Initiatives (Grant-funded)

REPORTING RELATIONSHIP: Program Manager, Immunization Initiatives (Grant-funded)


Provide administrative support and coordinate assigned activities to support the completion of outcomes specific to projects supporting immunization program needs of pediatric healthcare clinicians and increased vaccination rates among vulnerable populations in response to emerging public health and infectious diseases threats (eg, coronavirus disease 2019).


  1. Coordinate, track, and process agreements with consultants and/or subrecipients, as applicable. Create and maintain a system to track deadlines, deliverables, and submission of consultant and/or subrecipient invoices.

  2. Coordinate the promotion and dissemination of project materials and educational offerings, including printing and shipping.

  3. Provide technical support for project-related webinars, conference calls, and/or focus groups.

  4. Assist in responding to and tracking project-related technical assistance inquiries. Manage follow-up communications and refer inquiries to project staff and project oversight group members, as needed.

  5. Coordinate the dissemination of tools, resources, and communication materials related to cooperative agreement activities via web pages, social media, and other communication channels both internal and external to the American Academy of Pediatrics (AAP).

  6. Coordinate and participate in project-related meetings and conference calls, including scheduling appointments and preparing related agendas, materials, and minutes. Assist in coordinating necessary follow up.

  7. Coordinate with other AAP staff and groups on implementation of virtual, interactive, collaborative programs to improve immunization rates.

  8. Assist in data collection and tracking (eg, environmental scan) for project evaluation activities.

  9. Assist in the preparation of grant materials including, but not limited to, funding proposals, continuation application materials, progress reports, and funder updates. Participate in the development of grant applications, creating lists of required elements, personnel responsibilities, deadlines, and other relevant information, tracking progress and serving as the central repository for proposal components.

  10. Process project-related expense forms, check requests, credit card statements, and invoices.

  11. Assist with managing and processing the various grant award agreements, honoraria, applications, approvals, documentation, and certifications required by the project, including Continuing Medical Education, Institutional Review Board, and/or Maintenance of Certification. Maintain databases related to tracking participant completion of project requirements.

  12. Perform all other duties as assigned.


Bachelor’s degree in health education, health policy, public health, social sciences, communications, or a related field or an equivalent combination of relevant education and work experience required.


At least two years’ administrative or project coordination experience required, preferably related to public health programs. Experience with educational programming and online project tracking systems/database management strongly preferred. Experience working with health professionals, state- or community-based programs, and grants management highly desired.


Excellent organizational, time management, oral/written communication, and critical thinking skills required, including strong writing and proofreading skills. Must be detail-oriented, able to handle a heavy workload, work both independently and as part of a team, think creatively, and coordinate multiple projects in a time-efficient manner. Strong technical acumen essential with proficiency in MS Office and the ability to learn and apply new technologies; experience with web editing software (eg, SharePoint, Publisher), virtual meeting platforms (eg, WebEx), social media platforms, and databases strongly preferred. Some overtime, weekend work, and travel required.

To learn more about the organization, see a full job description, and/or apply for the position, please visit

The American Academy of Pediatrics 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.

EOE Minorities / Females / Protected Veterans / Disabled