Mar 31, 2022

Project Manager, Live Education Activities

  • American Academy of Pediatrics
  • Itasca, IL, USA
Full-Time Health Care Nonprofit - Social Services

Job Description

Project Manager, Live Education Activities

The American Academy of Pediatrics (AAP), the nation’s leading advocacy organization for children’s health, is seeking a non-exempt, project support professional for our Live Education Activities (LEA) conducted in-person, virtually, and in hybrid formats. This role will support the planning, development, implementation, and evaluation of educational events and will require an individual with strong technology skills to integrate LEA projects into the learning management system (LMS). As part of the Education department at our headquarters in the Chicago suburb of Itasca, IL, this role has a hybrid working arrangement of 40% on-site. All AAP employees must be fully vaccinated against COVID-19; requests for a medical or religious accommodation regarding this vaccination can be submitted for consideration upon an offer of employment.


Some tasks include:

  1. Manage the integration of LEA projects into the LMS and ensure consistency. Serve as LEA team contact on the LMS and troubleshoot questions. Manage components of virtual and hybrid/blended activities, including integration/programming of discussion boards, Q&A, polling, etc., and management of post-production in collaboration with LEA staff.
  2. Develop project plans and continuously evaluate them to ensure objectives and timelines are met. Identify and implement process improvements.
  3. Coordinate and deploy staff to ensure LEA project deadlines are met, including programming session information in netFORUM and the LMS, uploading files/development of syllabi, providing quality assurance testing, and troubleshooting technical issues. Assist with receipt, review, editing, and posting/uploading of multimedia videos, presentations, and materials on LEA pages on PediaLink/LMS and creation of session cards. Perform quality assurance testing of links and files.
  4. Develop and manage LEA collaboration sites. Maintain documents/forms posted on collaboration sites and in team folders.
  5. Manage the compilation of questions from the Content Essence database/LMS. Develop audience response and case/question/critique slides and Maintenance of Certification (MOC) Part 2 assessments in coordination with LEA staff. Assist with the review/processing of MOC Part 2 assessments and submission of data/reports to AAP Accreditation Services staff. 
  6. Lead and assist in the preparation and maintenance of necessary materials for ACCME documentation of LEA, including CME abstracts and accreditation file documentation.
  7. Implement project plans in assigned LEA activities, including creating/disseminating faculty and planning group correspondence, coordinating receipt/organization/review of materials, coordinating logistics and attending planning meetings, coordinating/distributing attendee communications, and programming evaluations.
  8. Manage and promote the faculty recommendation process and calls for new planning group members to constituent groups/members and the AAP Volunteer Network.
  9. Coordinate updates to and assist in promoting resources posted on the Committee on Continuing Medical Education (COCME) web page and maintaining the COCME collaboration site.
  10. Coordinate and maintain LEA activity and faculty evaluation data.
  11. Maintain LEA team standard operating procedures (SOPs) library/folders. Use systems and electronic tools (eg, DropBox, jotforms, SharePoint, Teams, Google docs) to enhance processes.
  12. Coordinate social media and email outreach/communication of LEA and COCME activities. Develop content and messaging as needed. Establish and maintain attendee communications schedules for LEA.
  13. Provide on-site support at live activities, including faculty rehearsals and the AAP National Conference & Exhibition. Staff the online chat platform.
  14. Supervise and mentor assigned staff. Encourage a work environment that promotes inclusion and belonging of all staff. Support ongoing staff development, help set objectives and evaluate performance, and promote and enhance staff capacity in skills necessary to achieve goals. Ensure staff operate in a fiscally prudent manner, maintain confidentiality, and operate with the highest ethical standards.
  15. Serve as an active member of the LEA leadership team. Manage and/or collaborate on the development of special projects and new educational initiatives in support of LEA and COCME efforts. Assist with developing meeting agendas and materials, taking minutes, and following up on action items.
  16. Assist with budget entry and tracking of variances.


Qualifications needed:

  1. Bachelors’ degree in adult education, business, communication, or related discipline, or an equivalent combination of relevant education and work experience required.
  2. At least three years’ related project coordination/management and/or advanced administrative experience required, including working with databases and/or learning management systems and with web editing/document collaboration sites. Experience in a membership association and/or education/CME environment and familiarity with adult learning principles helpful.
  3. Excellent critical thinking, analytical, organizational, verbal/written communication, proofreading, interpersonal, diplomacy, leadership, and problem-solving skills required. Must be able to take initiative, manage multiple projects simultaneously, manage a heavy workload at times, pay close attention to detail, collaborate effectively with internal and external constituents, work both independently and as part of a team, and promote 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, experience with web editing/document collaboration sites (eg, SharePoint) and databases/learning management systems, and the ability to learn and apply new technologies; experience with Adobe Pro, social media platforms, MagnetMail, Brightcove, Lucky Orange, and virtual meeting platforms (eg, WebEx, Teams, Zoom) preferred. Some travel, overtime, and evening/weekend work required.


To learn more about the organization, see a full job description, and/or apply for the position, please visit


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.



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