Office Manager

American Academy of Dental Sleep Medicine; Lisle (IL); Hybrid; USD 68,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

Vision insurance

Dental insurance

Life insurance

Disability insurance

Retirement plan

PTO

Job summary

American Academy of Dental Sleep Medicine in Lisle, IL, is seeking an organized administrative professional to join our team. The role supports accounting tasks, member services, HR activities, and cross-department projects with a focus on accuracy and discretion.

duties include handling invoices, renewals, and IT coordination, while providing high-quality customer service to members and volunteers. Hybrid work options and benefits accompany this position.

Qualifications

• Associate or bachelor’s degree or equivalent work experience.
• Three years of related experience and/or training.
• Strong attention to detail and accuracy in data entry.
• Strong written and verbal communication.
• Strong customer service skills.
• Strong organizational skills.
• Ability to manage multiple projects and changing priorities with minimal supervision.
• High level of professionalism and discretion with ability to maintain confidential information.
• Working knowledge of Microsoft Office 365 and experience with databases.

Responsibilities

• Processes invoices, expense reports, and vendor payments; manages daily bank deposits; assists with accounts payable and accounts receivable; coordinates with the association’s accounting firm as needed.
• Organizes daily office operations and procedures, including inbound/outbound mail and shipping, office supply ordering, product inventory resupply, and coordinating office maintenance.
• Serves as primary point of contact for members, volunteers, and the public, responding to inquiries by email and phone.
• Processes membership renewals and applications, including payments, and maintains accurate member records.
• Assists with general HR efforts including arranging interviews for potential employees, checking applicant references, onboarding/offboarding, and maintaining records.
• Administers office equipment and technology needs; coordinates with IT vendors; maintains software subscriptions and licenses; assists staff with basic troubleshooting.
• Provides cross-functional administrative support across departments, including data input, calling members, producing reports, creating presentations, coordinating travel and correspondence.
• Helps ensure compliance with state and federal laws, employment policies and procedures.
• Develops and improves administrative processes and maintains organizational files.
• Maintains relationships with vendors and monitors renewal dates.
• Minimal travel may be required.

Skills

Attention to detail

Verbal communication

Written communication

Customer service

Organizational skills

Project management

Professionalism & discretion

Microsoft Office 365

Databases

Education

Associate or Bachelor’s degree or equivalent

Tools

Microsoft Office 365

Databases

Job description

Functions and Responsibilities of the Position

• Processes invoices, expense reports, and vendor payments; manages daily bank deposits; assists with accounts payable and accounts receivable; and coordinates with the association’s accounting firm as needed.
• Organizes daily office operations and procedures, including inbound and outbound mail and shipping, office supply ordering, product inventory resupply, and coordinating office maintenance with the office building.
• Serves as primary point of contact for members, volunteers, and the public, responding to inquiries by email and phone in a timely and professional manner.
• Processes membership renewals and applications, including payments, and maintains accurate member records.
• Assists with general HR efforts including arranging interviews for potential employees, checking applicant references, employee onboarding and offboarding, and maintaining employee records.
• Serves as administrator for office equipment and routine technology needs; coordinates with external IT support vendors; maintains software subscriptions and licenses; and assists staff with basic technology troubleshooting.
• Provides cross-functional administrative support across departments, including data input, calling members, producing reports, creating presentations, coordinating travel and composing correspondence.
• Helps ensure compliance with state and federal laws and regulations, employment policies and organizational procedures.
• Develops and improves administrative processes and documentation and maintains organizational files and records in accordance with established policies.
• Maintains relationships with office vendors and service providers; monitors service contractors and renewal dates.
• Minimal travel may be required with this position.

Required Experience and Abilities

• Associate or bachelor’s degree or equivalent work experience
• Three years of related experience and/or training
• Strong attention to detail and accuracy in data entry
• Strong written and verbal communication
• Strong customer service skills
• Strong organizational skills
• Ability to manage multiple projects and changing priorities with minimal supervision
• High level of professionalism and discretion with ability to maintain confidential information
• Working knowledge of Microsoft Office 365 and experience with databases

Additional Skills Preferred, Not Required

• Prior experience with Bill.com and Gusto
• Priorexperiencewithassociation management databases

What We Offer:

Conveniently located off of I-355 and I-88 in Lisle (south of the Morton Arboretum), we have a business casual work environment, hybrid work schedule with up to two work from home days a week and a multitude of benefits including medical, vision, dental, life and disability insurance; a generous retirement plan; and competitive PTO program.Salary for this position ranges between $68,000-70,000 per year.

About American Academy of Dental Sleep Medicine:

Established in 1991, the American Academy of Dental Sleep Medicine (AADSM) is a non-profit national professional society dedicated exclusively to the practice of dental sleep medicine. The AADSM represents dentists who treat sleep-disordered breathing, which includes obstructive sleep apnea (OSA) and snoring, with oral appliance therapy (OAT).Additional information can be found at www.aadsm.org.

Mission

To advance our members' success in treating obstructive sleep apnea, snoring and associated conditionswith education, professional development, practice management resources, advocacy, and research.

Vision

To provide our members with the resources they need to reduce the number of undiagnosed and untreated people with obstructive sleep apnea, snoring and associated conditions.

The AADSM is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.

All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage or any other protected classification, in accordance with applicable federal, state, and local laws. By completing this application, you are seeking to join a team of hardworking professionals dedicated to consistently delivering outstanding service to our customers and contributing to the financial success of the organization, its members, and its employees. Equal access to programs, services, and employment is available to all qualified persons. Those applicants requiring accommodation to complete the application and/or interview process should contact a management representative.