Meetings and Education Coordinator

The Organization

The American Student Dental Association (ASDA) was founded in 1971 and is the largest dental student organization in the United States. With a membership of more than 22,000, ASDA represents 82% of dental students from all 73 dental schools. ASDA’s mission is to protect and advance the rights, interests and welfare of dental students. The association introduces students to lifelong involvement in organized dentistry and provides services, information, education, representation and advocacy. ASDA representatives vote in the ADA House of Delegates, sit on most ADA councils and commissions and comprise one of the most respected student organizations in the nation.

ASDA is located on Michigan Avenue in downtown Chicago, with a staff of 14 and an operating budget of $4 million. The position is Hybrid based in Chicago.

Position Overview

The Meetings and Education Coordinator will support the meeting and education department through coordination of logistics, speaker management, registration processes, and leader communications. Responsible for committee and speaker management, project coordination and administrative operations for the development and execution of association meetings, registration processes and travel program coordination.

Position Responsibilities:

Meeting Logistics

• Coordinate logistics for national conferences and local meetings under the direction of the Meeting Manager such as hotel room blocks, food and beverage orders, and audiovisual services.
• Tracks projects timelines and schedules to ensure successful delivery of programs and events.
• Creates and maintains registration timelines, processes and systems for all association meetings.
• Coordinates production of attendee materials such as name badges and lanyards.
• Manages onsite check-in and coordinates registration staffing for meetings.
• Interfaces with association leaders in preparation for meeting travel.
• Coordinates the association leader and staff travel program and recommends changes to travel policy.
• Manages event supply inventory and shipping needs for onsite materials.
• Maintains meeting history records and prepares post-convention reports.
• Collaborates with the marketing and communication department to develop content for meeting promotions, the mobile app and onsite signage.
• Organizes ASDA funded leader participation at non-ASDA meetings, as assigned.
• Tracks and reconciles meeting-related invoices.
• Participates in the annual meetings department budget process.

Education

• Communicates with speakers regarding session logistics, contracts, travel arrangements and speaker benefits
• Manages the collection and review of speaker materials such as forms, presentations and bios.
• Develops post-event evaluations. Analyze data and share recommendations for future programs with Meetings and Education team.
• Coordinates CE program for ASDA meetings. Create, collect and submit required CE forms on behalf of ASDA attendees.
• Assist in the facilitation of ASDA webinar and podcast programs.
• Serves as the co-staff liaison to the Committee on Sessions. Prepares council meeting and conference call minutes and other required materials.

Position Requirements:

• Bachelor’s degree in business, communications, marketing, event management or related field.
• Minimum two to four years’ experience in association meeting planning and experience working with volunteers
• Demonstrated project management experience, ability to manage multiple projects simultaneously
• Self-starter with strong problem-solving skills
• Excellent verbal and written communication skills
• Strong attention to detail, ability to demonstrate accuracy and efficiency
• Maintains professional demeanor with staff, volunteers and outside stakeholders
• Proficient in Microsoft Office Suite; familiarity with association management software
• Must be able to work with a small staff as part of a team.
• Travel to association meetings, approximately 10-12days per year, including an extended period during the Annual Meeting
• Fulfills other duties as assigned

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Chicago, IL 60611