Program Assistant

Reports to: Division Director

FLSA Status: Full-Time, Non-Exempt, Hourly

Location: Phoenix, AZ (hybrid)

Seniority: Entry-level with opportunities for growth

Position Summary: As a member of the Priority Area team, this entry-level position provides administrative and programmatic support to the managers of AzAAP’s Priority Areas. These include: Early Brain and Child Development; Child Injury and Fatality Prevention; Poverty and Child Health; Quality of Care and Child Safety; and Infectious Disease and Immunizations. This role is a tremendous opportunity for an early-career professional who is interested in supporting the work of a small, mission-driven nonprofit. AzAAP is dynamic and growing, with lots of opportunities to learn and grow within the organization.

About AzAAP: The Arizona Chapter of the American Academy of Pediatrics (AzAAP) is committed to improving the health of Arizona children and supporting the pediatric professionals who care for them. AzAAP is the states leading professional pediatric tax-exempt charitable organization dedicated to promoting the physical, mental, and social health and well-being of every Arizona child. Representing approximately 1,200 health care professionals - including pediatricians, pediatric sub-specialists, nurses, residents, medical students, dentists, academicians, hospital administrators and other allied health professionals - AzAAP aspires to the highest standards in providing the latest evidence-based and current recommended guidelines to its members. The Chapter also works year-round to educate and engage policymakers, parents, school professionals, community caregivers and all who impact the lives of children with the goal of fostering a statewide focus on promoting child health, preventive care, and wellness.

Primary Responsibilities:

• Receives and handles phone calls, emails, and faxes for program referrals.
• Assists in processing and recording medical referrals while screening for program fit and funding availability for the Medical Services Project program
• Assists with program and referral process training to program referral sites (schools and community health organizations) and providers.
• Provides on-going quality monitoring of requests and all documentation following HIPAA regulations.
• Assists with recruitment of new referral sites and providers, as needed.
• Performs clerical support through data entry into database records, file preparation and maintenance, and other record keeping and reporting activities.
• Communicates with healthcare and law enforcement organizations to obtain records.
• Assists with coordination of training and education courses for pediatric professionals, including logistical scheduling, processing payments, and handling participant requests.
• Coordinates logistics of hospital certifications for the Pediatric Prepared Emergency Care program.
• Provides project support for individual online and in-person trainings, conferences, and seminars.
• Assists with maintaining grant compliance, including generating data and information for grantor reports.
• Attends and records minutes at committee meetings, as needed.
• Retrieves and distributes incoming and outgoing mail for the organization.
• Actively participates in and promotes AzAAP Health Initiatives within all AzAAP community and fundraising events and projects, including but not limited to Speak Up for Kids and third-party events.
• Provides general administrative support to the Manager and Senior Leadership Teams, as needed.

This is not an exhaustive or comprehensive listing of job functions. This role may perform other duties as assigned.

Skills and Qualifications: At AzAAP, our work is driven by our approximately 1,200 members. While our staff must display initiative and independence, all work is conducted in close consultation with, and under the guidance of, our members. In this role, the Program Assistant must exhibit a “customer service” mentality and a commitment to cultivating positive relationships with our members. This dedication to service is a core requirement for this position.

• Passionate about working in a team-based, mission-driven environment.
• Committed to serving our members with the utmost professionalism.
• Able to provide high levels of responsiveness, punctuality, and support in a remote environment.
• Exceptional attention to detail.
• Outstanding organizational skills, time management skills, and ability to meet deadlines.
• Passionate about working in a team-based, mission-driven environment.
• Committed to serving our members with the utmost professionalism.
• Models respect, integrity, compassion, and displays a dedication to collaboration.
• Self-motivated and resourceful, with ability to multi-task and work independently.
• Ability to draft language and materials without errors.
• Demonstrated proficiency with MS Office products, including Word, Excel, Access, Outlook, and PowerPoint.
• Successful document management aptitude including surveillance techniques and procedures.
• Able to produce high-quality work in a remote/virtual environment.
• Must be able to work collaboratively in-person, remotely (via MS Teams and Zoom), and cross-functionally among departments.
• Professional in appearance and demeanor at all times with excellent customer service skills.
• Spanish proficiency preferred but not required.

Education and Experience: While this role will work on programs related to the field of pediatric medicine, no prior medical or health-related experience/education is required. Our members are the medical experts – your role is to manage projects and communication to improve the health of Arizona children and support the pediatric professionals who care for them. Any relevant health-related experience is considered a bonus, not a requirement.

• Bachelor’s or Associate’s degree in education, business, communications, or health-related field preferred.
• Candidates with previous membership association/organization experience are strongly encouraged to apply.
• Medical and/or pediatric health knowledge a plus, but not required

Additional Requirements:

• Able to communicate effectively, both verbally and in writing, using the English language.
• While performing the duties of this job, the employee is occasionally required to stand; walk; sit; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Whether in-person or remote, this position is expected to be available and working during the hours of 8:00am-5:00pm, Monday through Friday.
• The role requires occasional overnight travel, evening hours, and weekend event attendance.
• Must have a valid driver’s license and have access to a vehicle to travel throughout the state.
• Must be able to lift and carry up to 40 pounds.
• Due to the nature of this position and AzAAP’s role as a trusted public health organization in Arizona, all staff must provide proof of full COVID vaccination.

*The requirements listed above are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary & Benefits:

• This position is an hourly position offering a rate of $20.00/hour
• AzAAP offers generous benefits to its team members, including 3 weeks of paid time off each year, increasing to 5 weeks as your time with AzAAP increases.
• AzAAP observes all federal holidays and provides extended paid breaks for Thanksgiving and Winter Holidays.
• AzAAP pays 100% of base medical insurance premiums for all full-time employees, with the option for more extensive coverage (paid by the employee).
• AzAAP has recently established an Employee Wellness Program. Each staff member is provided with a reimbursement allowance of up to $400 annually for wellness-related purchases, including things like gym memberships, fitness equipment, or health and wellness classes.

Working at AzAAP: In a recent survey, staff listed 3 words to describe working at AzAAP: Collaboration, Integrity, and Fun. While AzAAP staff use the utmost professionalism when interacting with members, the internal staff culture is relaxed and supportive. The team works hard while also taking time to connect as people, share a laugh, and recognize each other’s accomplishments. It is not uncommon for the team to take an impromptu 3-day weekend to celebrate a job well done. Staff are also encouraged to continue their professional development by attending conferences, trainings, and events.

Remote Work Policy: AzAAP has a hybrid work policy. Staff are able to complete most of their work from a remote setting. However, all employees must reside within commuting distance of AzAAPs Phoenix office and be available for occasional in-person work. When working remotely, AzAAP staff are expected to maintain high levels of professionalism and maintain standard work hours of 8:00am-5:00pm.

COVID-19 Precautions: AzAAP is committed to the health and safety of our staff. All AzAAP team members are required to have up-to-date COVID-19 vaccinations, per CDC guidance.

How to apply: Please submit a resume and cover letter to jobs@azaap.org. Please write: “AzAAP Application: Program Assistant” in the subject line of your message. AzAAP is conducting this search in collaboration with Public Good Talent, and you should expect to hear back within 3 business days with information on next steps in the application process.

AzAAP is an equal opportunity employer, and we are committed to providing a welcoming and inclusive environment for all our staff members. AzAAP welcomes applications from anyone who is interested in joining our team