Administrative, Clerical, Support, Project Management/Program Development
4 Year Degree
The American Dental Education Association (ADEA) is seeking to add an experienced Senior Program Manager to our team of high-performing professionals.
In this position, you will coordinate and support all Office of Policy, Research and Diversity (OPRD) programming and operational activities including the divisions of Access, Diversity and Inclusion (ADI) and Educational Research and Analysis (ERA). You will coordinate operations related to OPRD fellows, scholars-in-residence, student leadership, interns, and OPRD workshops, programs and other activities for ADEA members. You will also collaborate with all other ADEA divisions and with external contacts to develop meaningful communication and programming for ADEA’s members. This position reports directly to Chief Policy Officer.
Plan, prepare and staff OPRD facilitated meetings, including development of agendas, collecting and disseminating materials, completing minutes and other documentation, and performing preparation and follow-up functions as needed.
Maintain a current and accurate calendar of ADEA wide events and OPRD programs and events including submission and other deadlines. Proactively communicate upcoming deadlines to OPRD staff and monitor submissions to ensure timely completion.
Create and maintain up to date files and materials for easy retrieval and utilization by staff and when appropriate by members. Create and maintain a reference bibliography system for OPRD topics.
Work with Chief Policy Officer and Senior Vice Presidents (SVP of ADI and SVP of ERA) to coordinate and ensure timely submission of internal documents including quarterly reports, time allocations, budget analyses, and others as assigned. Monitor expenditures and resources.
Monitor OPRD budgets and provide monthly and quarterly reports to Chief and SVPs. Work with accounting staff to ensure accurate and timely reporting and posting of expenses. Enter annual budgets into the accounting system.
Collaborate with ADEA communications staff to develop important updates to be distributed utilizing ADEA’s social media, ADEA website and other communication platforms. Manage OPRD communities in the online network, ADEA Connect, including posting, monitoring, editing and updating.
Coordinate and support other OPRD programs and initiatives that advance and promote OPRD goals in educational research, dental and higher education policies, health disparities, health equity, and diversity of students, faculty, administrators, researchers and the dental education workforce.
Assist in the on-boarding of OPRD staff, interns, and scholars.
Coordinate travel for OPRD staff, interns, fellows and scholars and speakers and members as approved.
Support the work of OPRD by developing processes for effective management of projects and priorities.
OPRD Presentations, Communications and Publications and Website
Oversee timelines for all OPRD presentations, communications and publications ensuring department goals and deadlines are met.
Assist OPRD staff in developing presentations using PowerPoint and Prezi.
Edit and proofread publications and presentations.
Present in program sessions as directed by Chief and SVPs.
Coordinate webinars with Office of Learning and other groups.
Make recommendations for updating OPRD website and ensures documents and other materials are posted in a timely manner.
ADEA Annual Session
Coordinates submission of OPRD programming for the ADEA Annual Session and creates a list of all OPRD programs, events and meetings.
Communicate all information regarding OPRD related sessions to appropriate audiences in advance.
Ensure speakers agreements, presentations, handouts and other needed materials are completed in a timely manner (including meeting shipping deadlines and other distribution timelines).
Provide follow-up communication and materials where appropriate.
OPRD based programs and meetings for institutions and members such as Holistic Review Workshops, Diversity Workshop, Faculty Diversity Toolkit, ADEA Compendium, ADEA Surveys and others as needed.
Coordinate with Division of Communication and Membership to produce advertisements to recruit workshop and program participants.
Support ADEA staff in creation and presentation of case studies, team and leadership exercises for Student Diversity Leadership Program and other programs as assigned.
Ensure internal processes are followed such as speaker agreements and travel agreements.
Conduct analysis of program evaluations and provide written report including comparison to previous years’ data when appropriate. Review and test new surveys and provide feedback to ERA and ADI.
Coordinate conference calls and virtual meetings for international event planning.
Coordinate publications for international meetings and ensure timelines are met.
Coordinate travel for ADEA staff and speakers at international meetings.
Plan, execute and collaborate with international partners to conduct program evaluations and analyses.
ADEA Fellows, Scholars and Interns
Coordinate arrival, office set-up, identification, onboarding, departure and other needs for fellows, scholars and interns in OPRD.
Assist in management of summer interns in the Student Diversity Leadership Program and Health Career Connections Program.
Establish and maintain a bibliography and citation referencing system (such as Endnote or RefWorks) for OPRD topics and areas of interest.
Establish monthly budget reports for OPRD, ADI and ERA.
Set up and organize materials for quarterly budget review meetings for Chief, SVP of ADI and SVP of ERA.
A BA/BS degree and a minimum of 7 years of administrative or project management experience.
Exceptional written, oral, interpersonal and presentation skills. Ability to clearly and concisely exchange ideas, facts and technical information with others.
Experience with program management (planning, organizing and managing resources to bring about the successful completion of specific project goals and objectives).
Ability to manage multiple projects and deadlines.
Experience in expense reporting and budget tracking.
Attention to detail and meticulous focus on time sensitive materials and activities.
Ability to build and maintain relationships with a wide array of people in a manner that positively portrays ADEA and its programs, staff and philosophies. Ability to effectively interface within ADEA, with ADEA’s advisory committees, and staff.
Expert user of Microsoft Office suite. Proficiency with surveying software (such as Qualtrics or SurveyMonkey), Prezi, bibliography and citation software, online community platforms (such as Higher Logic) and other business-related software.
Willing to travel on occasion including overnight travel (2-3 times per year) to staff ADEA meetings.
About American Dental Education Association
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.