Project Coordinator

About Us

The American Association of Colleges of Pharmacy (AACP), founded in 1900, is the national organization representing pharmacy education in the United States.  The Association works to advance pharmacy education, research, scholarship, practice and service, in partnership with members and stakeholders, to improve health for all.  The Association provides member services – including meetings and events, webinars, continuing education, publications, reports and searchable directories for faculty, speakers and grants.  We also work to promote the profession of pharmacy and the value of pharmacy education to audiences beyond the academic community.

Position Title:                   Project Coordinator
Group:                               Executive Office
Reports To:                       Chief of Staff

Supervises:                        Not Applicable

Location:                          Arlington, Virginia

Employment Status:        Fulltime, Exempt

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 Chief of Staff.  This position will maintain administrative activities and support day-to-day tasks related to various high-visibility projects. 

Essential Functions or Tasks:

Project Coordination (75%)

• Assist in the management of project team members’ communications
• Craft or create professional project-related emails and correspondence
• Schedule or plan and participate in both internal and external key partner or stakeholder meetings
• Prepare or issue meeting invitations
• Prepare materials or assemble and disseminate electronic or hard-copy materials for meeting participants
• Take meeting minutes or record and prepare meeting summaries
• Engage in notetaking and support follow-up
• Act or serve as a liaison or point of contact to key partners or stakeholders

• Coordinate overall project tracking, monitoring project milestones, and reporting requirements
  
• Support and confer with project leads on execution of project workplans
• Assist in the development of workplans for various projects
• Assist in building and maintaining workflow protocols or methodologies and standards
• Assist in the development and of manage project documents and schedules
• Monitor work progress and ensure adherence to schedules
• Monitor and provide status on project deliverables
• Assist in the management of project databases or similar project data retention tools
• Recommend business systems that improve process or organizational efficiency

• Assist in the tracking of project budgets
• Assist in the preparation and payment of project invoices
• Assist in the preparation of reports
  

• Help coordinate technology resources
• Maintain the content for the appropriate sections of the Association’s website

Review and Synthesis of Resources (15%)

• Attend related webinars, virtual conferences, and the like
• Synthesize content and presentations
• Review project-related resources including published literature, reports, or position papers

General Staff Responsibilities (10%)

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

Qualifications for the Position:

• Bachelor’s degree
• 1-3 years of experience in program/project coordination and administrative support
• Equivalent combinations of education and experience will be considered.
  
  
• Extensive experience with Microsoft Office applications (Excel, Outlook, PowerPoint, Teams, Word)
• Ability to effectively engage with internal and external key partners and stakeholders
  
• Excellent written and oral communication skills
• Ability to effectively and efficiently communicate and coordinate with multiple stakeholders
• Ability to inform or report on the status of assigned deliverables

• Ability to work autonomously
• Ability to work collaboratively
• Ability to be flexible and work creatively
• Ability to work effectively in a fast-paced environment

• Ability to comprehend complex project plans and complex deliverables schedules
• Strong problem-solving abilities
• Ability to prioritize work effectively
• Ability to consistently meet deadlines
• Possess a penchant for attention to detail
• Demonstrated willingness to learn, adapt, and take initiative

• Strong interpersonal skills
• Strong organizational skills