Public Affairs Project Specialist

Summary

BASIC FUNCTIONS :

Provide administrative and project management support for public affairs initiatives, including organization of planning tools and documents, management of digital libraries, coordination of virtual and in-person meetings, and facilitation of communications with internal and external audiences.

Description

DUTIES AND RESPONSIBILITIES :

Provide administrative and project management support for public affairs and develop and implement tracking systems for monitoring progress towards assigned projects and work activities.

In collaboration with supervisor and other public affairs colleagues, develop reports and presentations for AAP leadership, members, and other internal and external partners to advise progress and outcomes, including quarterly reports to the AAP Board of Directors.

• Coordinate and facilitate communications and workflow between VP, Public Affairs and department staff, including obtaining necessary approval signatures, reviewing / approving timesheets and expense reports, scheduling meetings, and information gathering and distribution.
• Manage department SharePoint team site, including organization and maintenance of content folders, shared calendars, communications planning documents, and other tools in support of public affairs functions.

Research and stay current on tools to improve collaboration and functionality.

Monitor and facilitate content requests submitted to public affairs portals, including notification of key public affairs staff, collection of information, and ongoing communication with colleagues regarding resolution of requests and metrics.

Respond to routine inquiries on department related documents and procedures, escalating advanced inquiries to appropriate staff.

Provide technical support for public affairs meetings and webinars on various meeting platforms, including creating and scheduling meetings, managing invites and registrations, testing functionalities, monitoring chat, and handling follow-up with attendees.

Stay current on features and capabilities of digital meeting platforms.

• Assist with data collection, analysis and reporting, including metrics on media coverage, social media engagement, website traffic, newsletter clicks, and other measurements.
• Manage photo acquisition and maintenance of digital photo libraries for Public Affairs.
• Collect and organize Pediatrics studies monthly for review by public affairs team.
• Help facilitate the development of funding proposals / applications and consultant / vendor contracts, including soliciting necessary information from staff, drafting content / reports, and compiling / organizing materials.

Track deadlines and follow up with staff as needed to ensure timely submission. Coordinate the development of annual budgets utilizing budgeting software, including entering data.

Provide analysis for assigned budgets, including the preparation of regular variance and forecasting reports. Process invoices, credit card statements, travel expense forms, and reclassifications in a timely manner.

Distribute necessary reports and other financial information to department staff as needed.

Keep current on AAP organizational policies and procedures to ensure appropriate protocols are followed within the department.

Advise department staff on new and / or revised process requirements.

• Recommend process improvements to enhance efficiencies of department projects and administrative operations.
• Provide administrative support for Council on Communications and Media meetings, including scheduling meetings; preparing agenda materials, presentations, and reports;

scheduling travel arrangements; and processing member travel expense reimbursements. Provide onsite meeting support as requested.

• Assist in the maintenance of media databases, including researching and updating lists of key media contacts.
• Organize regular department and team meetings for public affair staff, including solicitation of agenda items, room reservations and set up;

and preparation of meeting agenda and materials.

Qualifications

EXPERIENCE :

At least two years’ related general administrative and / or project coordination experience required, including drafting / developing correspondence and presentation / meeting materials, tracking work activities, setting up virtual meetings, and creating and maintaining electronic documents.

Experience with budget preparation and monitoring, coordinating work activities among various groups, and working on external funding contracts preferred.

Public Relations or association experience and maintaining digital photos a plus.

ESSENTIAL SKILLS :

Excellent verbal / written communication, interpersonal, diplomacy, project management, and organizational skills required.

Must be able to manage multiple priorities simultaneously within established deadlines, take initiative, pay close attention to detail, work both independently and as part of a team, collaborate effectively with various internal and external constituents, and maintain a positive and cooperative team-oriented work environment with a commitment to equity, diversity, and inclusion.

Strong technical acumen essential with proficiency in MS Office, document collaboration platforms (eg, SharePoint), virtual meeting platforms (eg, WebEx, Teams), and the ability to learn and apply new technologies;

experience with Adobe Acrobat, website maintenance platforms (eg, project management platforms (eg, Smartsheet), and budgeting software (eg, Acumatica) strongly preferred.

Some overtime and travel may be required.

Hybrid work environment of 40% of work time in the office per month.

Compensation & Benefits

The AAP 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.