The American Dental Education Association (ADEA) is The Voice of Dental Education. Its members include all 76 U.S. and Canadian dental schools, over 800 allied and advanced dental education programs, 66 corporations and more than 20,000 individuals.
The mission of ADEA is to lead institutions and individuals in the dental education community to address contemporary issues influencing education, research and the delivery of oral health care for the overall health and safety of the public.
ADEA’s activities encompass a wide range of research, advocacy, faculty development, meetings and communications, including the esteemed Journal of Dental Education, as well as the dental school admissions services ADEA AADSAS, ADEA PASS, ADEA DHCAS and ADEA CAAPID.
ADEA is seeking to add an experienced Meetings, Conferences and Educational Technology Associate to its team of high-performing professionals.
This position serves as the administrative support for the Senior Vice President, Meetings, Conferences and Educational Technology (MCET) and supports the Division of MCET through administrative and project related responsibilities. MCET is responsible for the planning and delivery of the ADEA Annual Session & Exhibition and meetings and conferences for ADEA’s members. The Meetings, Conferences and Educational Technology Associate provides critical support to the SVP for MCET and other MCET staff in carrying out projects and initiatives.
Provide critical administrative support to the SVP for MCET:
Provide support to the SVP for MCET as it relates to duties as the liaison to the Annual Session Program Committee (ASPC).
Coordinate logistics for assigned meetings of 20 people or fewer. This includes the ASPC July, October and March meetings. Responsibilities to include, but not limited to, scheduling conference calls, negotiating hotel contracts and catering, processing invoices, researching and contracting restaurant contracts, assembling abstract review books, maintaining committee’s historical data, coordinating post-meeting follow-up involving the SVP for MCET and various staff. Take minutes during 6-10 meetings per year and write well-conceived and thorough minutes for approval by the committee.
Keep abreast of all association wide policies and maintain department procedures manual.
Assist with special projects as requested.
- Provide project support to the Meetings, Conferences and Educational Technology team:
Assist with webinar, pre-meeting preparation, onsite logistics, registration, abstract management submission and review processes for the ADEA Annual Session & Exhibition.
Perform Annual Session related projects to include, but are not limited to: issuing and tracking RSVPs for the Invited Guest Associations’ Breakfast and the ADEA Board Chair’s Reception; research and hire temporary staffing company; develop and manage staffing work assignments (to include session monitors); and support the administration of the Exhibitor Survey.
Coordinate the planning, set-up and daily operation and break down of the staff office during the ADEA Annual Session & Exhibition.
- Coordinate the preparation and production of meeting materials (e.g. meeting agendas, program guides, floor plans, frequently asked questions, participant handouts, committee reports, and speaker presentations).
- Provide back-up registration support, when needed to Registration Manager (e.g. running registration reports, production of registration badges and meeting materials, and assist with registration reconciliation).
- Maintain the calendar of major ADEA meetings and the major meetings and conferences of ADEA’s sister organizations.
Serve as initial point of contact for the department on general meeting-related inquiries from ADEA members.
- Serve as the central financial services and administrative hub for MCET:
- Using well-developed Excel skills, annually update custom meeting budget spreadsheets, including updating formulas as needed, in preparation for annual budgets.
- Coordinate staff time allocations.
- Schedule office meetings and conference calls.
- Route and track contracts and payment requests to the Division of Finance and Operations for processing.
- Coordinate accounting tasks to include: processing travel expense reimbursements for volunteer leaders and the SVP for MCET, credit card statement reconciliation and facilitate the payment of invoices.
- Understand division operations to ensure effective administration, identify problems and offer solutions. Identify, update and document procedures and best practices for the division.
Demonstrate professional maturity and possess the capability to make correct assessments of priorities and to take the necessary action in the absence of the SVP for MCET to either resolve issues or refer them to appropriate available staff. Maintain confidentiality in matters as required; maintain composure in a fast-paced environment; produce quality work under tight timeframes; and project a professional image through in-person and phone interaction.
A bachelor’s degree is strongly preferred, but relevant work experience, including a minimum of three years in a similar position, may substitute for a degree.
Strong knowledge of the full suite of Microsoft Office software. Advanced Excel skills preferred. Experience with association management and event management software is preferred. Graphic design experience, while not required, would be helpful.
The work requires continual attention to detail in composing, editing and proofing materials, establishing priorities and meeting deadlines. Superior writing skills, excellent judgment, exceptional organizational skills, a detail-oriented approach to work and professional discretion with information is required.
Demonstrated tact and diplomacy skills with to the ability to interact and communicate effectively with individuals at all levels of the organization, including members of the ADEA Board of Directors and other volunteer leaders.
Excellent interpersonal and communication skills are essential with a focus on the ability to collaborate effectively with others, the capacity to handle competing tasks in a fast-paced environment and the ability to remain positive and productive in demanding situations.
Anticipated First Year Outcomes
- Deliver superior customer service to ADEA staff, MCET staff, ADEA members and conference registrants as the first point of contact for the MCET department.
- Detailed and demonstrated knowledge of facilitating the Annual Session work of the SVP for MCET including support of the ADEA ASPC meetings.
- Demonstrated knowledge of support provided to MCET event managers for ADEA’s interim meetings.
- Demonstrated understanding of payment processes including effective use of Anybill and Concur; contract approval processes; ADEA administrative processes and controls; and use of Association Anywhere in obtaining member information and running reports in support of the work of the division.