The New Jersey Chapter, American Academy of Pediatrics (NJAAP) is seeking a full-time Administrative Assistant (40 hours/week) to support the NJ SEEDlings Program (Supporting Equity in Early Development), aimed to transform the way pediatric primary care is delivered for the prenatal-to-five-year-old (P-5) population who are eligible for NJ FamilyCare or are uninsured.  

Note: The position is currently a hybrid work environment including both remote and in-person work hours. This position is based in East Windsor, NJ.

The NJAAP Administrative Assistant is assigned to a program or programs. In this role, the responsibilities include the following:

  • Schedule and organize program activities (ie, 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.
  • Create flyers, newsletters, social media posts, and other program marketing materials, and maintain up-to-date information on the program webpage.
  • Collect, record, and track data for program documentation, record keeping, and grant reporting.
  • Prepare records and assist with the development of reports to meet grant requirements.
  • Work with the Program Director and Program Manager 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 the 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 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)
  • Basic use of Microsoft Office (Word, Excel, PowerPoint)
  • Use of Zoom technology for external meetings and webinars
  • Use of email applications (ie, Microsoft Outlook, Constant Contact)
  • Use of Microsoft 365 (ie, Teams, Outlook Calendar, SharePoint, Forms)

NJAAP is an equal opportunity employer and is committed to the principles of diversity, equity and inclusion.

NJAAP offers a competitive salary benefits for this position.

For additional information, or to express interest, please send a cover letter and resume or CV to ftaylor@njaap.org with the subject line “Full-Time Administrative Assistant.”

The Program/Project Manager, Continuing Education is responsible for compliance oversight and support of the work of the Chapter’s planning and implementation of the educational portion of all conferences and continuing education events (CMEs, CEUs). This position is also responsible for the coordination, development and implementation of communications projects and initiatives to reflect and enhance the quality and integrity of the NJAAP and all of its programs, affiliates and partners.

Primary responsibilities:

  • Facilitate planning meetings for events with physician and nurse planners
  • Monitor all aspects of the planning and execution of accredited activities for compliance with ACCME and ANCC standards and requirements
  • Provide information to committees to improve compliance with accreditation requirements
  • Work collaboratively with Meeting Planners
  • Complete applications for additional forms of continuing education credit including
  • Maintenance of Certification (MOC)Part 2
  • Facilitate CME-related peer review of content as necessary
  • Review activity evaluations and subscriber comments monthly and utilize data to recommend improvements to the CME program
  • Deploy post-activity surveys to follow up with learners on implemented practices
  • Prepare and enter reaccreditation materials (PARS report)
  • Provide overall coordination and execution for complex communication projects involving multiple markets and vehicles.
  • Responsible for website updates, e-newsletter, social media initiatives, general member communications, media outreach and coordination, sponsorship support, and fundraising initiatives.
  • Collaborate with management to plan and implement (research, write, edit) communication activities of a wide variety throughout appropriate communication avenues.
  • Manage project schedules and timelines, as necessary.

Knowledge Skills and Abilities

Requirements:

  • Bachelor’s degree in education, business, marketing, communications, or related field.
  • More than 5 years’ proven experience performing duties and responsibilities as a CME Coordinator, Manager or similar position
  • Experience with an accreditation or credentialing organization
  • Working knowledge of ACCME and AMA accreditation requirements
  • Ability to manage multiple projects and adhere to strict deadlines
  • Skilled problem solver, with ability to quickly adapt to changing priorities and challenging duties
  • Self-directed, self-motivated team player
  • Excellent organizational and prioritization skills; rigorous attention to detail
  • Excellent written and verbal communication, interpersonal and problem solving skills, as well as the ability to multitask
  • Proficiency in Microsoft Office (Word, Excel, Power Point)

Other key requirements:

  • Strong project management skills
  • Ability to manage competing priorities, organize/orchestrate details of several ongoing events
  • Ability to work independently as well as part of a collaborative team
  • High level of professionalism a must
  • Some evening meetings required

This position reports to the Chief Marketing Officer.

NJAAP is an equal opportunity employer and is committed to the principles of diversity, equity and inclusion.

NJAAP offers a competitive salary benefits for this position.

For additional information, or to express interest, please send a cover letter and resume or CV to ftaylor@njaap.org with the subject line “Program/Project Manager, Continuing Education.”

NJAAP is seeking a Full-Time Senior Program Manager (40 hours/week) to support the following two Chapter Initiatives:  Adolescent Health/Suicide Prevention and Childhood Lead Prevention. These programs are grant-funded through the New Jersey Department of Health and the New Jersey Department of Human Services, respectively. 

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

NJAAP is seeking a Senior Program Manager who will work in tandem with the NJ Department of Health (DOH), Division of Family Health Services on adolescent health and youth suicide prevention as well as with the NJ Department of Human Services, Division of Developmental Disabilities on childhood lead poisoning prevention. The Senior Program Manager will serve as a liaison between NJAAP, funders and other healthcare leaders to develop and implement statewide initiatives for healthcare providers and other stakeholders to increase access to education and resources related to the following two health topics: adolescent health/ youth suicide prevention and prevention of childhood lead poisoning.   

The Senior Program Manager is responsible for working with the NJAAP program team, consultants, external partners and funders to ensure deliverables are met in accordance with program requirements. 

Requirements: 

  • Actively participates in program planning, implementation and evaluation 
  • Participates in the design/development of project promotional materials, resource toolkit, training materials, assessment tools and surveys 
  • Identifies Subject Matter Experts to assist with program development and training 
  • Manages program staff to ensure coordination of all deliverables, including meetings, training sessions and events 
  • Prepares grant progress reports and works with program consultants to ensure quality and timeliness of deliverables 
  • Prepares and monitors grant budgets 
  • Oversees training for participating practices including site visits 
  • Oversees and analyzes data collection 
  • Coordinates and Facilitates Project ECHO training sessions 
  • Provides community education programs for health providers, parents/family members and other community organizations 
  • Assists with identifying community partners and recruiting primary care practices in target areas 
  • Other duties as requested by the CEO 

Knowledge, Skills, & Abilities: 

The Senior Program Manager must have highly developed interpersonal skills and the professional demeanor necessary to deal effectively with constituents with a wide range of backgrounds and professions. She/he must be deeply committed to improving health for children and adolescents and to providing results-driven programs that have measurable impact. The Senior Program Manager must be prepared to represent the NJAAP in exemplary fashion in professional and public settings and must possess a deep familiarity with best practices and quantitative methods in public health. 

Other key requirements for the Senior Program Manager position are: 

  • Supervisory experience, excellent writing and interpersonal skills, public speaking and facilitation skills 
  • Experience in grant writing, administration and working as part of an interdisciplinary team. 
  • Active participation in NJAAP team meetings and agency functions as a member of the NJAAP team 
  • Excellent oral and written communications skills 
  • Analytical skills sufficient to interpret scientific research and program outcomes data. Ability to integrate the findings from quantitative and qualitative data into organizational operations 
  • Ability to plan and coordinate programs and implement them on time 
  • Excellent computer skills, especially MS Office and database management 
  • Ability to establish priorities, work independently, and complete objectives with minimal supervision 
  • Willing to work early mornings, evenings, and weekends on occasion to meet NJAAP or program needs and priorities 
  • Bachelor’s degree required, plus 3-5 years of experience managing health-related programs; Master’s degree in public health, health communications, public administration or other related field preferred 
  • Ability to drive to locations statewide for meetings and/or events with own transportation 
  • Ability to lift approximately 20 lbs 
  • Bilingual in English/Spanish is a plus 

This position reports to the Chief Operating Officer. 

NJAAP is an equal opportunity employer and is committed to the principles of diversity, equity and inclusion. 

NJAAP offers a competitive salary benefits for this position. 

For additional information, or to express interest, please send a cover letter, resume or CV to ftaylor@njaap.org with the subject line “Senior Program Manager, Adolescent Health/Childhood Lead Prevention”. 

 

The NJ Chapter, American Academy of Pediatrics (NJAAP) is seeking a full time Administrative Assistant to support two 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 is a hybrid work position, 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)

    Qualifications:

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

    Please send your resume with a cover letter to Felicia Taylor: ftaylor@njaap.org