Permissions & Disclosures Coordinator

Would you like to work at one of the nation’s most respected, mission-driven organizations?  If so, the American Academy of Pediatrics (AAP) is seeking a Permissions and Disclosures Coordinator to provide administrative and project support for AAP accreditation work activities and other related education activities, including serving as the primary point of contact for questions related to disclosures, permissions, and copyrights. This individual will assist in maintaining accreditation files for education activities. In addition, they will ensure processes, recordkeeping, and files for AAP continuing medical education (CME) activities are completed in accordance with AAP CME quality standards. 

Hours: 8:00am – 4:30pm, with a 1-hour lunch.

Qualifications needed:

• Bachelors’ degree in adult education, business, communication, or related discipline, or an equivalent combination of relevant education and work experience required.
• At least one year of related general administrative experience required, including meeting planning, maintaining database systems, and/or running report queries. Experience working with ACCME compliant CME activities and working in a medical association preferred.
• Excellent organizational, verbal/written communication, interpersonal, diplomacy, customer service, time management, and problem-solving skills required.
• Some travel, overtime, and evening/weekend work may be required.

Some tasks include:

• Set-up initial online disclosure categories for all education-related boards/workgroups and simulation and experiential course planning committees and faculty rosters. 
• Ensure all disclosures and mitigations of conflicts of interest (COI) are collected, mitigated, and documented prior to meetings and events in accordance with CME and the Accreditation Council of CME (ACCME) requirements. Ensure all disclosures and grids are kept current and serve as superuser for disclosure system.
• Plan department in-house meetings as assigned. Prepare hotel contracts and travel arrangements. Initiate catering and in-house meeting forms.
• Track expense reports and volunteer reimbursement for in-house meeting attendees to ensure timely processing and coding to accurate budget accounts.
• Obtain permissions and track status for assigned educational products. Monitor status until permission is granted or denied.
• Process and maintain member copyright forms. 

Why work for the AAP?

• Flexible hours and a focus on work/life balance.
• State-of-the-art building equipped with standing desks, treadmill desks, cycle desks, on-site fitness center, and on-site exercise classes.
• An on-site cafeteria with food costs that are subsidized by AAP.
• Strong focus on mental health and wellness.
• Tuition reimbursement.
• Competitive PTO and sick leave.
• Annual year-end company-wide week off the last week of December.
• Excellent parental benefits, including adoption assistance.
• A full list of benefits can be found here (https://downloads.aap.org/DOHRAS/BenefitsAtAAP.pdf).

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

To learn more about the organization, see a full job description, and/or apply for the position, please visit https://www.aap.org/employment.

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.

Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.

A reasonable estimate of the current base pay range for this position is $50,815.60 - $53,644.50. Compensation decisions take into account a wide range of factors, including but not limited to relevant experience, skills, certifications, geographic location, business needs, and organizational policies. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Hiring at the maximum of the range would not be typical. We also offer a comprehensive benefits package which includes healthcare and retirement savings plans. Click to see all benefits offered: https://downloads.aap.org/DOHRAS/BenefitsAtAAP.pdf.