Program Administration Specialist, Learning & Professional Development

American Association of Orthodontists - the AAO•Creve Coeur, MO

4d•Onsite

About The Position

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.

Requirements

3+ years of experience in a professional setting
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

Nice To Haves

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

Responsibilities

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.