Program Administration Specialist, Learning & Professional Development

American Association of Orthodontists - the AAO; Creve Coeur (MO); On-site; USD 60,000 - 75,000; Full time

Job summary

The American Association of Orthodontists (AAO) seeks a Program Administration Specialist, Learning & Professional Development to coordinate governance, education, and professional development programs. You will support COOP, COE, and SOE, manage scholarship processes, and collaborate across departments to deliver high-quality programs on time.

Ideal candidates bring 3+ years in a professional setting, nonprofit experience, strong project management, and excellent communication.

Qualifications

• 3+ years of experience in a professional setting.
• Non-profit association experience preferred.
• Experience with speaker management and conference planning is a plus.
• Strong organizational and project management abilities.

Responsibilities

• Attend and facilitate meetings of COOP and COOP subcommittees; provide staff support and track deadlines.
• Attend and facilitate COE and its subcommittees; support subcommittee outcomes and communications.
• Manage annual scholarship and award processes (ITL, CAAMP, Craniofacial Anomalies & Special Care).
• Serve as staff representative to Dental Match, CODA, and ADEA.
• Collaborate with Residency Chairs on alumni receptions and with SOE for Educational Leadership Conference logistics.
• Lead program planning with instructional design, speaker selection, contracts, and run-of-show tasks.
• Handle registration data, marketing materials, and on-site conference management.
• Support cross-functional project work and contribute to marketing and events planning.

Skills

Independent work

Multitask

Attention to detail

Project management

Interpersonal skills

Communication

Writing

Education

BS/BA in relevant field

Tools

Microsoft Office Suite

Job description

Position title: Program Administration Specialist, Learning & Professional DevelopmentDepartment: Learning, Events & Industry RelationsFLSA: NON-Exempt Status: Full-TimeReports to: Manager, Learning & Professional DevelopmentPosition 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 DesignerSpeaker selection and contractingScripting and run of show as neededLogistical planning lead in collaboration with Events TeamMaintaining participant registration informationProviding marketing materials to Manager, Learning & Professional Development for inclusion in overall Marketing PlanOn-site management of conferenceWork 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 settingPrior work in non-profit association, stakeholder management and adult learning is preferredPrior work in speaker management and / or conference planning is a plusBS/BA relevant field preferredKnowledge, Skills and Abilities:Independent work is well managed and done with limited supervisionAbility to multitask and work cross functionallyStrong attention to detail, organizational skills result in quality work, even under pressureExcellent project management skills delivering quality projects on time and on budgetDemonstrates high moral values of honesty, integrity, and ethical behaviorProficient with the Microsoft Office SuiteStrong interpersonal and customer service skills requiredExcellent communication and writing skills demonstrating professionalism in terms of accuracy, grammar, and usageWorking 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 weeknightsAt 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)