Administrative Assistant

The NJ Chapter, American Academy of Pediatrics (NJAAP) is seeking a full time Administrative Assistant to support two early childhood educational programs. Our mission is the attainment of optimal health, safety and well-being of New Jersey’s children (infants, children, adolescents, young adults). Our educational and quality improvement programs for pediatric providers aim to prevent illness, abuse and neglect, and promote wellness and care management for children in New Jersey.

Note: This position is based in East Windsor, NJ.

Job Responsibilities:

  • Schedule and organize program activities (i.e., virtual and regular phone calls, meetings, learning sessions, trainings, webinars) with presenters, participants and staff.
  • Schedule, prepare, attend and maintain records and written electronic minutes for program related meetings and conference calls.
  • Communicate with healthcare professionals and other internal and external team members to obtain, collect and provide information relevant to the program.
  • Assist in recruiting practices to participate in the program.
  • Create flyers, newsletters, social media posts and other program marketing materials.
  • Collect, record and track data for program documentation, record keeping and grant reporting.
  • Prepare records and assist with development of reports to meet grant requirements.
  • Work with Program Director to track deliverables and ensure program deadlines are met.
  • Obtain, update and maintain all program related files in various formats (hard and electronic files).
  • Complete purchase requisitions, order supplies, process consultant invoices and complete and submit financial paperwork to the appropriate team members.
  • Answer phone calls, deliver messages and communicate information to appropriate team members.
  • Other activities as requested to support the mission of the organization.

Experience: Experience working with non-profit and healthcare organizations is desired. Strong attention to detail, organizational skills, and time-management is required. Comfort with technology is critical.

Knowledge, Skills and Abilities:

  • Knowledge of appropriate office procedures and etiquette including telephone communications, office systems and record keeping.
  • Knowledge of current professional business communication, including style and format of letters, memoranda, meeting minute preparation, meeting software and report writing.
  • Ability to effectively communicate (in writing and verbally) as needed with all levels of staff and pediatric professionals.
  • Ability to relate the program scope and relevance to the organizational mission.
  • Demonstration of professional interpersonal and communication skills.
    • Ability to establish priorities, anticipate program needs, and work independently to complete tasks.
    • Ability to work as a contributing member of the program and organizational teams.
    • Ability to read, write, speak, understand, and communicate in English sufficiently to perform duties of this position.
    • Ability to drive to venue locations for meetings and/or events with own transportation.
    • Ability to manage and track assigned work and complete tasks in a timely manner.
    • Ability to coordinate schedules and set up meetings as requested using various platforms (ie, Microsoft Outlook, Microsoft Teams, Zoom, Doodle).
    • Willing to learn new skills as needed to meet program and Chapter requirements including invoice processing and Continuing Medical Education administration.


    Computer Competency:

    • Basic use of a computer (mouse, keyboard, printer, USB ports)
    • Microsoft Office (Word, Excel, PowerPoint)
    • Zoom technology for external meetings and webinars
    • Email applications (ie, Microsoft Outlook, Constant Contact)
    • Microsoft 365 (i.e., Teams, Outlook Calendar, SharePoint, Forms)


    • Associate’s degree required
    • 5 or more years of clerical, administrative or office experience

Please send your resume with a cover letter to Eric Mason: