Senior Finance Associate

Aaoms Dic 2025; Illinois; Hybrid; USD 80,000 - 89,000; Full time

Benefits offered by this job

Medical insurance with prescription_dr

Job summary

The American Association of Oral and Maxillofacial Surgeons (AAOMS) seeks a Senior Finance Staff Associate to support the Director of Finance with general accounting duties, month‑end close, and grant of meeting registrations. This role processes cash disbursements for OMSPAC and handles intra‑department allocations.

Hybrid in‑office schedule required in Illinois. Requirements include a Bachelor’s in Finance or Accounting and 2+ years in not‑for‑profit accounting, with proficiency in Dynamics SL

Qualifications

• Bachelor’s degree in finance or accounting and not‑for‑profit experience preferred.
• Experience in general accounting, month‑end close and reporting.
• Ability to manage multiple tasks with deadlines and attention to detail.

Responsibilities

• Perform general accounting duties for AAOMS and OMSF, including journal entries.
• Coordinate meeting registration activities and manage related reports in AMS.
• Process cash disbursements, ACHs, wire transfers, and monthly billings.
• Prepare month‑end and year‑end close and assist with audit schedules.
• Support cross‑department allocations and financial reporting requirements.

Skills

Accounting

Financial reporting

Microsoft Excel

Education

Bachelor's Degree in Finance or Accounting

Tools

Microsoft Dynamics SL

Microsoft Dynamics Management Reporter

Personify360

Job description

The American Association of Oral and Maxillofacial Surgeons (AAOMS) has been a leading professional organization since 1918. We have a small 50-65 close knit staff, supporting our 9000-member specialty association through education, research, and advocacy. Average staff tenure is 11+ years. Great benefits & working environment.

Office is open with most staff currently working 3 days per week in the office and 2 days per week working remotely. This is not a fully remote position. Must be able to reliably commute to the office 3 days per week.

Location

Status

Exempt

Reports To

Director of Finance

Overview

The Senior Finance Staff Associate reports to the Director of Finance and performs general accounting duties for AAOMS and OMSF. These duties include reconciling accounts, preparing, and posting journal entries, all aspects of the meeting registration process including meeting and course setup, and assisting with the month‑end and year‑end financial close process. The Senior Finance Staff Associate processes cash disbursements for the Association’s related entity, OMSPAC. Additionally, the Senior Finance Staff Associate processes monthly billings to related entities and prepares intra‑department allocations for usage of the Association’s education center.

The Senior Finance Staff Associate works with other AAOMS employees to facilitate delivery of services according to the priorities established by the members. The Senior Finance Staff Associate also develops peer relationships with employees to enhance project coordination and delivery.

Perform other similar or related duties as requested or assigned by the Director of Finance.

Salary Range: $80,000-$89,000 per year

• Medical insurance with prescription drug coverage
• Bachelor’s Degree in Finance or Accounting
• 2+ years of experience in a not‑for‑profit organization preferred
• Account analysis and reconciliation experience
• Ability to organize and prioritize work, demonstrating effective time management skills
• Ability to be flexible, work under pressure and meet weekly, monthly, and annual deadlines
• Proficiency with details and ability to exercise critical thinking to recognize unusual or unexpected financial activity
• Ability to work independently and collaboratively
• Strong verbal and written communication skills
• Interpersonal skills to interact with members, volunteers, and staff, etc.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and related computer application skills required
• Experience working in accounting and report writing software systems (familiarity with Microsoft Dynamics SL and Microsoft Dynamics Management Reporter software a plus)
• Experience with meeting registration operations preferred (experience with Personify360 a plus)
• Must be willing to work occasional evenings and weekends, with some overnight travel

Key Accountabilities

• Coordinate meeting registration activities
• Generate periodic reports and perform other tasks in the Association Management Software(“AMS”)
• Process ACHs and wire transfers for the Association and check cash disbursements for the Association’s related entity, OMSPAC
• Download and reconcile monthly activity from OMSF and exhibitor software systems for entry into the accounting software
• Reconcile bank and investment accounts (AAOMS and OMSF)
• Perform monthly billings for activities with related entities and prepare intra‑department allocations
• Prepare month‑end and year‑end closing journal entries and reconciliations
• Assist with year‑end close activities, including preparation of audit schedules
• Perform other miscellaneous financial duties
• Special financial projects as needed

Detailed Description of Key Accountabilities:

Coordinate meeting registration activities

• Set up meetings and courses, valid registration categories and discounts in the AMS meetings module
• Responsible for the creation, assembly and distribution of registration packets, consisting of confirmation letters, name badges, paid tickets, lunch vouchers, etc., for the Association’s two major conferences
• Authorized to issue reduced registration fees and waive or reduce cancellation fees for meetings depending on content of communication with the member
• Process meeting registrations and transfers as needed
• Generate weekly registration reports for the Association’s two major conferences
• Generate meeting registrant lists for other departments as needed
• Assist with onsite meeting registration for the Association’s two major conferences

Manage and monitor compliance of ADA CERP/ACCME/AGD Continued Recognition of AAOMS as an accredited CE Provider

• Oversee all staff requests for Continuing Education credit with the CCEPD and BOT, updating training tools and resources for proper compliance
• Oversee compliance requirements with joint providers
• Oversee compliance requirements with corporate partners

Generate periodic reports and perform other tasks in the Association Management Software(“AMS”)

• Review and approve product configurations created by other departments in the AMS for live webinars, on‑demand education, online store items and other miscellaneous items, including verification of proper general ledger account configurations and revenue recognition
• Process cancellations and refunds in the AMS
• Identify duplicate constituent records in the AMS and perform related merge of records, ensuring the most current information is retained in the database
• Generate monthly or semi‑monthly registration reports for small meetings

Process ACHs and wire transfers for the Association and check cash disbursements for the Association’s related entity (OMSPAC)

• Initiate outgoing ACHs and wire transfers as needed and record the payments in the accounts payable module
• Process OMSPAC checks weekly or as needed, including payments from OMSPAC Administrative Account

Download and reconcile monthly activity from OMSF and exhibition software systems for entry into the accounting software

• Download monthly revenue activity from OMSF fundraising software and import into the accounting software verifying previous year-to-date activity has not changed
• Review OMSF donations for correct classification and restriction
• Download monthly revenue activity from exhibition software and import into the accounting software verifying previous year-to-date activity has not changed

Reconcile bank and investment accounts (AAOMS, ASI and OMSF)

• Collect investment information