Human Resources & Governance Administrative Coordinator
About The Position
The AAO is a professional association of educationally qualified orthodontic specialists dedicated to ethically advancing the art and science of orthodontics, improving the health of the public by promoting quality orthodontic care, and supporting the practice of orthodontics. The AAO is comprised of more than 19,000 members in the United States, Canada and abroad. The specialty of orthodontics is the oldest and largest dental specialty recognized by the American Dental Association. position summary: The Human Resources & Governance Administrative Coordinator provides support across HR functions and delivers high-level administrative assistance to organizational leadership. This role ensures smooth payroll processing, HR compliance, and employee support while maintaining key organizational calendars, supporting member-led committees, and assisting the CEO and Board Officers.
Requirements
- Bachelor’s degree in human resources, Business Administration, or related field preferred. Equivalent combination of education and work experience will be considered.
- 1–3 years of HR and/or payroll experience preferred.
- Strong attention to detail and organizational skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite; experience with HRIS/payroll systems a plus.
- Ability to handle confidential information with integrity.
- Proactive, adaptable, and willing to learn new responsibilities.
- Team-oriented with strong customer service orientation.
Nice To Haves
- Prior experience in an association or nonprofit environment a plus.
Responsibilities
- Process bi-weekly payroll accurately and ensure compliance with federal, state, and local laws.
- Maintain payroll records and respond to employee inquiries.
- Support compliance with wage and hour regulations.
- Assist with employee communications, recognition programs, and engagement initiatives.
- Post job openings, screen candidates, and coordinate interviews.
- Prepare new hire documentation and support onboarding.
- Maintain the applicant tracking system and recruitment files.
- Maintain accurate HRIS and personnel files.
- Assist with support compliance reporting and audits (EEO, ACA, FMLA, etc.).
- Assist with benefits administration and open enrollment.
- Provide general administrative support to the HR team.
- Manage organizational calendars, including staff time off, meeting room reservations, and Board of Trustees schedules.
- Maintain the Trustee Travel & Meeting Schedule and Master Meeting Calendar.
- Update member databases and email lists annually.
- Maintain council and committee webpages.
- Attend meetings, prepare minutes, and support subcommittee work.
- Coordinate logistics for in-person meetings and special projects.
- Prepare agendas, take minutes, and track action items for quarterly Board meetings.
- Coordinate travel and meeting registrations for the CEO and Board Officers.
- Process CEO travel expenses in partnership with accounting team
Benefits
- Medical, Dental, and Vision Coverage
- Hybrid Workplace – 16 hours a week in office
- HRA and FSA
- 401K retirement plan
- Vacation and Sick time, volunteer day, personal days, paid holidays, summer Fridays
- Short and Long-Term Disability Income
- Term Life and AD&D Insurance
- Employee Assistance Program
- Wellness support
- Tuition Reimbursement
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
Number of Employees
51-100 employees
