HR Assistant - American Academy of Pediatrics

The American Academy of Pediatrics (AAP), the nation’s leading advocacy organization for children’s healthcare, is seeking an adaptable and technology literate Human Resources Assistant to provide administrative and project support to the Vice President, Human Resources and Facility Operations, as well as the Human Resources and Facility Operations teams.


Some tasks include:

1. Coordinate and facilitate communication and workflow between the VP and staff, including obtaining necessary approval signatures, reviewing/approving time-sheets and expense reports, scheduling meetings, and information gathering and distribution.

2. Provide administrative support to the VP, including managing calendar of appointments, preparing meeting materials, drafting correspondence, coordinating travel arrangements, and completing expense reports and credit card statements.

3. Coordinate the development of annual budgets utilizing budgeting software. Prepare monthly and year-end variance reports, forecasts, and other financial reports as requested and process invoices for timely payment. Advise HR and Facility Operations staff on budgeting process requirements and/or changes and distribute necessary reports and other information as needed.

4. Assist in the development and distribution of AAP-wide employee communications on HR and Facility Operations matters, including the quarterly “Did You Know” newsletter. Assist with managing the broadcast messaging system, ensuring employee contact information is maintained, and entering and delivering messages.

5. Schedule meetings and coordinate preparation and distribution of agendas for the monthly Human Resources Advisory Committee. Review agenda submissions and follow up with appropriate staff to request additional documentation as needed. Assist with the implementation of action items, including drafting and sending employee communications, status sheets, and filing documents in personnel files/HRIS.

6. Coordinate logistics, agenda development and dissemination, and follow up on action items as requested for HR and Facility Operations staff meetings.

7. Coordinate the completion of management report for quarterly Board meetings; prepare supporting materials such as graphs and PowerPoint presentations.

8. Respond to routine HR-related inquiries, including employment verifications, and escalate calls/emails to appropriate staff, as necessary. Provide office coverage for HR team and serve as back up AAP receptionist as needed.

9. Serve as back up in updating employment data in the HRIS, running reports, payroll processing and validation, uploading recruitment documentation, and assisting employees with system utilization.

10. Maintain up-to-date organizational charts and ensure timely posting.

11. Manage HR-related pages on Intranet and collaborate with IT on more complex postings. Update and maintain various electronic documents such as job descriptions, employment policies, and updating HR and Facility Operations forms.

12. Support new hire on-boarding as needed, including conducting building tours, prepping new hire gift bags, and ordering business cards.

13. Assist with disseminating AAP-wide communications to HR and Facility Operations staff, including procedure and policy updates and deadlines, training and development opportunities, facility maintenance announcements, and employee activities.

14. Assist with training new HR and Facility Operations staff on internal policies and procedures, emergency response and safety procedures and guidelines, and other administrative matters.

15. Participate in the development and implementation of employee activities and engagement initiatives, including scheduling conference rooms, ordering food and beverage, securing locations for off-site events, drafting staff communications, ordering awards and raffle prizes, and participating in the Employee Engagement Committee and Employee Wellness Committee.

16. Maintain collaborative relationships with staff and engage in initiatives that foster and encourage a work environment that promotes inclusion and belonging of all staff.

17. Coordinate document retention/destruction, including maintaining electronic and paper personnel files, managing off-site storage, and providing scanning and copying assistance as required.

18. Serve as a member of the AAP Emergency Response Team, including serving as a resource to AAP staff on evacuation and emergency response procedures. Maintain the Yellow Dot Program.

19. Participate in Executive Assistants Work Group.

20. Assist Talent Development staff with administrative activities, including adding new employees to LinkedIn Learning and other training modules, and sending reminder emails to staff.

21. Execute general administrative activities, including distributing HR mail, coordinating shipments and deliveries, maintaining office supplies, and coordinating team building and networking activities for the HR team.

22. Provide administrative and project support for other HR and Facility Operations activities as needed.

23. Perform other duties as assigned.


Qualified candidates will possess:

1. Bachelor’s degree in human resources or related discipline or an equivalent combination of relevant education and work experience required.

2. At least two years related general administrative experience required, preferably within an HR environment. Experience drafting correspondence, developing meeting agendas and presentations, maintaining electronic documents and websites, working in databases, and tracking/maintaining budgets strongly preferred. Experience working within a non-profit or medical association highly desirable.

3. Excellent interpersonal, verbal/written communication, customer service, diplomacy, and organizational skills required. Strong technical acumen essential with proficiency in MS Office and the ability to learn and apply new technologies; experience with web maintenance/document collaboration site software (e.g., SharePoint), budgeting software (e.g., Acumatica), HRIS (e.g., ADP), Adobe Acrobat, and virtual meeting platforms (e.g., Webex, Teams) strongly preferred. Must be able to manage multiple priorities simultaneously, pay close attention to detail, take initiative, work discretely with confidential information, work both independently and as part of a team, collaborate effectively with various constituents, and promote and maintain a positive and cooperative team-oriented work environment with a commitment to equity, diversity, and inclusion. Some overtime may be required.


Hybrid working arrangement of 40% on-site at our Chicago suburb headquarters in Itasca, IL.


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.