Program Administration Specialist, Learning & Professional Development

Position title: Program Administration Specialist, Learning & Professional Development

Department: Learning, Events & Industry Relations

FLSA: NON-Exempt Status: Full-Time

Reports to: Manager, Learning & Professional Development

Position Summary: The Program Administration Specialist, Learning & Professional Development coordinates and administers governance, educational, and professional development programs that support the association's volunteer leaders, members, and academic partners. Serving as the primary staff support to assigned councils, subcommittees, and external partners, this position coordinates meetings, manages program logistics, administers scholarships and awards, maintains practice management resources, and collaborates across departments to ensure high-quality programs and services are delivered on time and aligned with organizational goals. This role requires exceptional organization, project management, communication, and relationship-building skills, along with the ability to manage multiple priorities in a dynamic, collaborative environment.

Essential Functions:

• Attend and facilitate meetings of the full Council on Orthodontic Practice (COOP). Act as Staff Support to multiple COOP subcommittees, attending and facilitating all meetings of the subcommittees as well. Assisting with all work that results as an outcome of the subcommittee discussions. Keeping all stakeholders informed and meeting all deadlines as required.

• Maintain and / or identify and develop practice management resources for association members and their staff.

• Attend and facilitate meetings of the full Council on Orthodontic Education (COE). Act as Staff Support to multiple COE subcommittees, attending and facilitating all meetings of the subcommittees as well. Assisting with all work that results as an outcome of the subcommittee discussions. Keeping all stakeholders informed and meeting all deadlines as required.

• Manage annual process for selection of Institute for Teaching & Learning (ITL) Scholarship, Chairs & Academic Administrators Management (CAAMP) Scholarship, Craniofacial Anomalies & Special Care Training Award, and Full-time Faculty Teaching Fellowships.

• Act as the AAO Staff Representative to the Dental Match Program, Commission on Dental Accreditation (CODA), and the American Dental Education Association.

• Work with Orthodontic Residency Program Chairs in the planning of their alumni receptions at Annual Session.

• Serve as Staff Support to the Society of Educators (SOE), attending and facilitating all meetings of the group. Assisting with all work that results as an outcome of the Society leadership discussions. Keeping all stakeholders informed and meeting all deadlines as required.

• Assist SOE with the planning of the annual Educational Leadership Conference.

• Program planning in collaboration with Instructional Designer

• Speaker selection and contracting

• Scripting and run of show as needed

• Logistical planning lead in collaboration with Events Team

• Maintaining participant registration information

• Providing marketing materials to Manager, Learning & Professional Development for inclusion in overall Marketing Plan

• On-site management of conference

• Work on new projects with cross-functional teams as assigned by Manager, Learning & Professional Development.

Education and/or Experience:

• 3+ years of experience in a professional setting
• Prior work in non-profit association, stakeholder management and adult learning is preferred
• Prior work in speaker management and / or conference planning is a plus
• BS/BA relevant field preferred

Knowledge, Skills and Abilities:

• Independent work is well managed and done with limited supervision
• Ability to multitask and work cross functionally
• Strong attention to detail, organizational skills result in quality work, even under pressure
• Excellent project management skills delivering quality projects on time and on budget
• Demonstrates high moral values of honesty, integrity, and ethical behavior
• Proficient with the Microsoft Office Suite
• Strong interpersonal and customer service skills required
• Excellent communication and writing skills demonstrating professionalism in terms of accuracy, grammar, and usage

Working Conditions and Physical Demands:

Sedentary inside-office work with no exposure to weather conditions. Requires ability to lift, pack and unpack boxes of supplies. Also requires ability to be on one’s feet for long periods (10-hour days) during a conference at a hotel or convention center facility.

Requires attendance at some evening and weekend meetings throughout the year.

• Approximately 15-20 subcommittee meetings annually, held on weeknights
• At least 3 all-day meetings on Saturdays.

Occasional travel is required:

• Annually attend the AAO Annual Session (typically 6 days – over a weekend – in early May)