Project Coordinator

Position Description Summary

The Project Coordinator will support the operational management of various programs, projects, and activities of the American Association of Colleges of Pharmacy (AACP). The Project Coordinator will assist in key operational work as assigned by the Senior Vice President, Chief Engagement Officer. This position will maintain administrative activities and support day-to-day tasks related to various programs and projects on one or more internal staff teams.

Some travel may be required for this position, including 2-day staff retreats up to 3 times/year, and possibly attendance at the AACP Interim Meeting (annually in mid-February) and the AACP Annual Meeting (annually in mid-July). Some of this travel may be required on weekends and federal holidays, and if required, compensatory time will be provided, per the policy in the employee handbook.

Essential Functions

Project Coordination (75%)

• Serve as a primary liaison with staff program and project leads and partners to facilitate effective communication, coordination, and collaboration.
• Develop, edit, and distribute professional program and project-related correspondence and communications.
• Plan, schedule, and support internal and external meetings, including the preparation and distribution of invitations, agendas, and supporting materials. Record and prepare accurate meeting minutes or summaries to support organizational accountability and follow-up.
• Assist in the development and implementation of programs and project workplans, schedules, and workflow processes.
• Maintain and manage program and project documentation, databases, and data retention systems to ensure information integrity, accessibility, and compliance with organizational standards and reporting requirements.
• Monitor program and project milestones, deliverables, and timelines.
• Support project financial management by assisting with budget tracking, invoice preparation, and processing.
• Maintain and update designated sections of the associations website to ensure content accuracy, timeliness, and alignment with program and project objectives.

Review and Synthesis of Resources (15%)

• Attend related webinars, virtual conferences, and meeting germane to their role
• Synthesize content and presentations
• Review project-related resources including published literature, reports, or position papers

General Staff Responsibilities (10%)

• Provide ad-hoc or special project support
• Provide occasional general administrative staff support
• Participate in and assist or execute other general administrative activities as assigned

Minimum Qualifications for this Position

• Have earned a bachelors degree
• Possess 1-3 years experience in program/project coordination and/or

administrative support

NOTE: An equivalent combination of education and experience will be considered.

• Be able to effectively and efficiently communicate and coordinate with multiple stakeholders simultaneously for multiple programs
• Be able to inform or report on the status of assigned deliverables accurately
• Possess an ability to effectively engage with internal staff and external partners
• Possess excellent communication skillsboth verbal and written
• Possess extensive experience with the Microsoft 365 suite of applications
• Possess the ability to work autonomously, collaboratively, and effectively in a fast-paced environment
• Be able to comprehend complex project plans and complex deliverables schedules
• Be able to consistently meet deadlines
• Be able to prioritize work effectively
• Have demonstrated a willingness to learn, adapt, and take initiative
• Possess a penchant for attention to detail
• Possess strong critical thinking and problem-solving abilities