NICU Verification Program Specialist

REPORTING RELATIONSHIP:

Sr Manager, NICU Verification Program

BASIC FUNCTIONS:

Provide project management support to the American Academy of Pediatrics (AAP) NICU Verification Program, including managing operational activities for neonatal services and surveys. Serve as the primary point of contact for neonatal facilities who engage with the NICU Verification Program for neonatal services, including technical assistance and other related survey activities. Manage the planning and scheduling of neonatal site visits and provide support to related program activities.

DUTIES AND RESPONSIBILITIES:

1. Mange the planning of neonatal services and surveys with assigned facilities, including scheduling surveys, providing on-site and virtual technical assistance to facilities and surveyors as needed, and ensuring completion of site visit-related tasks by established timelines.

2. Manage a portfolio of hospitals to facilitate all steps of the verification process, from initial application to completion of final survey reports and neonatal designation, as applicable.

3. Develop and maintain a calendar and ensure dissemination of program materials related to scheduled site visits to both facilities and surveyors by established timelines.

4. Manage the program's collaboration site and SmartVault document sharing platform ensuring all relevant documents are posted and up to date. Collaborate with stakeholders to develop and maintain online content and resources.

5. Maintain survey or credentialing files and contracts.

6. Plan logistics for in-person and virtual meetings, including booking travel accommodations, agenda development and dissemination. Attend meetings, take minutes, and follow up on action items.

7. Ensure timely communications with key partners. Respond to and track project-related technical assistance inquiries. Escalate advanced inquiries to other team members, as needed.

8. Assist in the development of assigned budgets, monitor expenditures, and reconcile budget details on a monthly basis. Maintain program budget files, including processing and tracking expense reports and invoices.

9. Manage and track project-related consulting agreements, subcontracts, and partnership documents.

10. Participate in data collection and tracking (eg, environmental scan) for program evaluation activities.

11. Coordinate and implement changes to the Pre-Review Questionnaire(s) (PRQ) in the REDCap platform, working in collaboration with consultants as needed. Monitor submissions in REDCap and coordinate timely extraction and dissemination of submitted documents.

12. Coordinate the promotion and dissemination of project materials and educational offerings, in collaboration with AAP marketing staff.

13. Provides staff support to the AAP NICU Verification Program governance groups, as needed.

14. Manage relevant contact networks and electronic mailing lists. Provide other programmatic and administrative support as needed.

15. Perform all other duties as assigned.

EDUCATION:

Bachelor's degree in nursing, healthcare administration, health education, health policy, public health, social sciences, communications, or a related field or an equivalent combination of relevant education and work experience required.

EXPERIENCE:

At least two years' related experience in program coordination, healthcare administration, or advanced administrative experience required, including meeting coordination; drafting communication pieces, project reports and presentations; tracking documents and expenses; and collaborating with external partners, preferably with a health focus. Experience working in customer service, with health professionals, and/or state- or community-based healthcare professionals with a focus on maternal and child health is highly desired.

ESSENTIAL SKILLS:

Excellent organizational, interpersonal, diplomacy, time management, and verbal/written communication skills required. Must be outcome driven, detail-oriented, able to handle a heavy workload, work both independently and as part of a team, think creatively, take initiative, coordinate multiple projects simultaneously in a time-efficient manner, adapt well to change and shifting priorities, collaborate effectively with various internal and external constituents, 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 (e.g., Word, Excel, PowerPoint) and the ability to learn and apply new technologies; experience with collaboration/web editing software (e.g., SharePoint, Publisher), databases (e.g., REDCap, SmartVault), and virtual meeting platforms (e.g., WebEx, Teams, Zoom) preferred. Some travel and weekend work required, along with the need for flexibility in arranging work schedules to accommodate neonatal facility needs and physicians' availability.

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.