Administrative Assistant

The mission of the New Jersey Chapter, American Academy of Pediatrics (NJAAP) is the attainment of optimal health, safety, and well-being of New Jersey’s children (infants, children, adolescents, young adults). In support of this mission, the Chapter also provides a wide range of programs and continuing education opportunities designed to equip pediatric professionals with the knowledge and tools needed to deliver exceptional care. Our educational and quality improvement programs for pediatric providers aim to prevent illness, abuse, and neglect, and promote wellness and care management for children.

Job Summary

The Administrative Assistant is a member of the NJAAP team assigned to one or more grant-funded initiatives. Working under the direction of chapter leadership and program staff, this role provides administrative, logistical, financial documentation, continuing education, data entry, meeting support, and records management support to ensure program activities are well organized, timely, and aligned with program goals and grant requirements.

The Administrative Assistant supports coordination of trainings, meetings, educational activities, partner payments, participant tracking, evaluation administration, and program documentation. This is a non-exempt position.

RESPONSIBILITIES

Organization & Team Engagement

• Participate in NJAAP team meetings and agency functions as a member of the NJAAP team.
• Collaborate with program leadership and team members to support program goals, timelines, and deliverables.
• Communicate professionally with staff, healthcare professionals, partners, consultants, participants, and other stakeholders.
• Maintain organized program files, records, trackers, correspondence, and documentation in hard copy and electronic formats, as needed.

Administrative & Program Support

• Assist with coordination of virtual and in-person educational training (eg, webinars, ECHO sessions bootcamps), meetings, and in-person events.
• Schedule meetings, prepare materials, support registration and attendance tracking, assist with participant communication, and help monitor completion of required program submissions.
• Provide logistical and technical support before, during, and after educational activities.
• Assist program staff with planning and implementation of learning activities and related events.
• Prepare, attend, and maintain records or minutes for program-related meetings, educational sessions, and other calls and meetings, as assigned.
• Support preparation, organization, copying, printing, and distribution of materials needed for educational sessions, training, meetings, events, and other program activities, as assigned.

Continuing Education & Learning Support

• Prepare, track, and submit continuing education applications and supporting documentation, as applicable.
• Manage attendance records, evaluations, certificates, and required reporting documentation for educational activities and credit-bearing programs.
• Support educational activities delivered through learning management systems, including assisting with module access, participant tracking, documentation for the Path LMS platform, and other learning platforms, as applicable.

Financial & Administrative Documentation

• Complete, track, and submit invoices, APR forms, purchase requisitions, and related financial documentation for payments to partners, practices, consultants, hub faculty, vendors, or other approved entities.
• Coordinate with program and finance staff to ensure payment documentation is complete, accurate, and submitted in a timely manner.
• Track supply, material, and resource needs for assigned program activities.
• Assist with ordering and distributing program materials and other approved supplies.
• Maintain documentation related to program purchases, invoices, payments, and material requests.

Data Entry & Tracking

• Maintain evaluation tools, participant databases, attendance records, and program tracking systems.
• Collect, organize, and enter information needed for grant reporting, program monitoring, participation tracking, educational session requirements, and completion of assigned deliverables.
• Support survey administration, participation tracking, and data management activities.

Communications & Logistics

• Communicate with participants, healthcare professionals, partners, and consultants regarding program activities.
• Assist with preparation of forms, flyers, emails, and other program materials.
• Answer calls, deliver messages, and route information to appropriate team members, as needed.

Other Duties

• Support program staff with administrative tasks needed to meet program deadlines and deliverables.
• Perform other duties as assigned to support program and organizational priorities.

KNOWLEDGE, SKILLS & ABILITIES

• Demonstration of professional interpersonal and communication skills.
• Knowledge of appropriate office procedures and etiquette, including telephone communications, office systems, scheduling, and record keeping.
• Knowledge of current professional business communication, including style and format of letters, memoranda, meeting minutes, meeting software, and report writing.
• Ability to effectively communicate in writing and verbally with staff, pediatric professionals, partners, participants, consultants, and vendors.
• Ability to relate the program scope and relevance to the organizational mission.
• Strong attention to detail, organization, follow-through, and time management.
• Ability to establish priorities, anticipate program needs, manage and track assigned work, and complete tasks in a timely manner.
• Ability to work as a contributing member of program and organizational teams.
• Ability to coordinate schedules and set up meetings using platforms such as Microsoft Outlook, Microsoft Teams, Zoom, and Doodle.
• Willingness to learn new skills needed to meet program and Chapter requirements, such as invoice processing, Continuing Education administration, and program tracking.
• Willingness to stretch beyond core position duties, learn new skills, and take on growth-oriented responsibilities that support program needs and professional development.
• Ability to drive to venue locations for meetings and/or events with own transportation.
• Ability to lift approximately 20 lbs.

COMPUTER COMPETENCY

• Microsoft Office (Word, Excel, PowerPoint)
• Google (Drive, Slides, Sheets, Docs)
• Zoom technology for external meetings and webinars
• SurveyMonkey for surveys and forms
• Email applications (i.e., Microsoft Outlook, Constant Contact)
• Microsoft 365 (i.e., Teams, Outlook Calendar, SharePoint, Forms)

EXPERIENCE

High school diploma required; Associate's or Bachelor's degree preferred. Experience in administrative support, healthcare, nonprofit, education, or grant-funded programs preferred.

Pay: $45,000.00 - $55,000.00 per year

Work Location: Hybrid remote in Plainsboro, NJ 08536