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Administrative Support Specialist

2 months ago

Phoenix, Arizona, United States American Academy of Pediatrics - Arizona Chapter Full time

Reports to: Division Director

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

Location: Hybrid

Seniority: Entry-level with opportunities for advancement

Position Overview: As a vital member of the Priority Area team, this entry-level role offers essential administrative and programmatic assistance to the managers overseeing AzAAP's Priority Areas. These encompass: 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 position presents a remarkable opportunity for early-career professionals eager to contribute to the mission of a dedicated nonprofit organization.

About AzAAP: The Arizona Chapter of the American Academy of Pediatrics (AzAAP) is devoted to enhancing the health of children in Arizona and supporting the pediatric professionals who serve them. As the leading professional pediatric tax-exempt charitable organization in the state, AzAAP is committed to promoting the physical, mental, and social health and well-being of every child in Arizona. Representing around 1,200 healthcare professionals, including pediatricians, nurses, and allied health professionals, AzAAP strives to uphold the highest standards in delivering the latest evidence-based guidelines to its members. The organization actively engages with policymakers, parents, and community caregivers to foster a statewide emphasis on child health and wellness.

Key Responsibilities:

  • Manage and respond to phone calls, emails, and faxes related to program referrals.
  • Assist in processing and documenting medical referrals while evaluating program suitability and funding availability.
  • Support training initiatives for program referral sites and healthcare providers.
  • Conduct ongoing quality assessments of requests and documentation in compliance with regulations.
  • Facilitate the recruitment of new referral sites and providers as necessary.
  • Provide clerical support through data entry, file preparation, and record maintenance.
  • Communicate with healthcare and law enforcement entities to obtain necessary records.
  • Coordinate training and educational courses for pediatric professionals, including logistical arrangements.
  • Oversee logistics for hospital certifications related to emergency care programs.
  • Support individual online and in-person training sessions, conferences, and seminars.
  • Assist in maintaining grant compliance by generating data for reports.
  • Attend and document minutes for committee meetings as required.
  • Manage incoming and outgoing mail for the organization.
  • Actively engage in and promote AzAAP Health Initiatives at community and fundraising events.
  • Provide general administrative support to the Manager and Senior Leadership Teams as needed.

This list is not exhaustive and may include additional duties as assigned.

Skills and Qualifications: At AzAAP, our work is guided by our approximately 1,200 members. While staff must demonstrate initiative and independence, all tasks are performed in close collaboration with our members. The Program Assistant should embody a customer service-oriented mindset and a commitment to fostering positive relationships with our members. Key qualifications include:

  • Enthusiasm for working in a collaborative, mission-driven environment.
  • Dedication to serving members with professionalism.
  • Ability to maintain high responsiveness and punctuality in a remote setting.
  • Exceptional attention to detail and outstanding organizational skills.
  • Self-motivated and resourceful, capable of multitasking and working independently.
  • Proficiency in MS Office applications, including Word, Excel, Access, Outlook, and PowerPoint.
  • Ability to produce high-quality work in a virtual environment.
  • Professional demeanor with excellent customer service skills.
  • Spanish proficiency is preferred but not mandatory.

Education and Experience: While this role involves programs related to pediatric medicine, prior medical or health-related experience is not required. Relevant health-related experience is considered a bonus. Preferred qualifications include:

  • Bachelor's or Associate's degree in education, business, communications, or a health-related field.
  • Previous experience in membership associations or organizations is encouraged.
  • Knowledge of medical and pediatric health is advantageous but not essential.

Additional Requirements:

  • Effective communication skills, both verbal and written, in English.
  • Ability to perform physical tasks such as standing, walking, and lifting up to 40 pounds.
  • Availability during standard business hours.
  • Occasional travel may be required.
  • Proof of full COVID vaccination is mandatory.

Salary & Benefits:

  • This position offers an hourly rate of $20.00.
  • AzAAP provides generous benefits, including paid time off and medical insurance coverage.
  • Wellness reimbursement allowance for health-related purchases.

Working at AzAAP: Staff describe the workplace culture as collaborative, integrity-driven, and enjoyable. The team is dedicated to professionalism while fostering a supportive and relaxed internal environment. Opportunities for professional development are encouraged.

Remote Work Policy: AzAAP has a hybrid work policy, allowing staff to work remotely while maintaining high professionalism and standard work hours.

COVID-19 Precautions: AzAAP prioritizes the health and safety of its staff, requiring up-to-date COVID-19 vaccinations.

How to Apply: Interested candidates should submit a resume and cover letter, specifying the position in the subject line. AzAAP is committed to providing an inclusive environment for all applicants.