Job Information
American Academy of Pediatrics Permissions & Disclosures Coord in Itasca, Illinois
TITLE:
Permissions and Disclosures Coordinator
REPORTING RELATIONSHIP:
Director, Accreditation Services
BASIC FUNCTIONS:
Provide administrative and project support for American Academy of Pediatrics (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. Assist in maintaining accreditation files for education activities. Ensure processes, recordkeeping, and files for AAP continuing medical education (CME) activities are completed in accordance with AAP CME quality standards.
DUTIES AND RESPONSIBILITIES:
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.
Review materials/communications for risk of copyright infringement and accreditation rules compliance.
Ensure all documentation complies fully with ACCME Updated Criteria, Essentials and Standards for Commercial Support, AMA PRA standards and policies, AAP Credit standards, and AAP CME requirements, providing necessary documents.
Assist in answering accreditation and credit questions regarding the AAP transcript system.
Collaborate with other relevant Education Science staff to provide cross coverage for administrative duties.
Utilize iThenticate for all appropriate educational programs.
Process one-year permissions.
Provide administrative support for IRB processes.
Perform other duties as assigned.
EDUCATION:
Bachelors’ degree in adult education, business, communication, or related discipline, or an equivalent combination of relevant education and work experience required.
EXPERIENCE:
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.
ESSENTIAL SKILLS:
Excellent organizational, verbal/written communication, interpersonal, diplomacy, customer service, time management, and problem-solving skills required. Must be able to take initiative, coordinate and prioritize multiple projects simultaneously, manage a heavy workload, pay close attention to detail, collaborate effectively with various internal and external constituents, work both independently and as part of a team, and promote and maintain a positive and cooperative team-orientated work environment with a commitment to equity, diversity, and inclusion. Strong technical acumen essential with proficiency in MS Office and the ability to learn and apply new technologies; experience with databases, Adobe Pro, document collaboration platforms (e.g., SharePoint), and virtual meeting platforms (e.g., WebEx, Teams) preferred. Some travel, overtime, and evening/weekend work may be required.
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.
