Meetings Coordinator

Who We Are : It all starts with purpose.

We are a purpose-driven nonprofit with a dynamic staff culture.

With a meaningful purpose, motivated staff, and excellent benefits, working here will definitely have you smiling! The ADA’s headquarters is located just steps from Chicago’s Magnificent Mile and close to public transportation.

With more than 400 colleagues, the ADA Staff are some of the most talented people in the Chicago, Washington D.C., and Maryland area.

We were named a Top Workplace by the Chicago Tribune in 2019 and 2021! Come join our team!

Job Responsibilities :

The Coordinator, Meetings (Site Visits) provides full administrative oversight and management of the Commission’s site visit process, including initial, regular, and special focused site visits.

Additionally, this position must coordinate all CODA communications with programs, site visit teams and observers before, during and after the site visit.

The major responsibility involves coordinating and managing approximately 150 site visits annually, working with 600+ volunteers, and coordinating the planning and follow up for an equal number of past and future visits.

These visits include programs in all predoctoral, allied and advanced dental education disciplines accredited by CODA. The coordinator develops the annual site visit schedule, works with managers to determine staffing of site visits, serves as the primary contact with programs and site visitors related to site visit preparation, processes received documents from programs and site visitors, engages with state dental boards, and creates and processes reimbursements and invoices related to site visits.

The coordinator also ensures that all CODA site visitors have appropriate annual paperwork on file and that programs have necessary business associate agreements in place prior to site visits.

The coordinator assists the managers with site visitor training initiatives and updates. The coordinator is required to be trained annually in the Health Insurance Portability and Accountability Act (HIPAA) compliance policies and procedures.

The coordinator has access to protected health information (PHI) in program reports.

Must Have :

• Bachelor's degree
• Minimum 3 years' experience in / with concurrently working on multiple projects at various stages and timelines; or 7 years' experience in lieu of degree
• Occupational experience with conference and travel planning for numerous events concurrently
• Excellent oral and written communication, listening, proofreading and organizational skills
• Knowledge of working with a large number of volunteers to execute conference and travel planning for numerous events concurrently
• Ability to independently prepare letters, reports, communications and manage complex communications both annually and ongoing with accuracy
• Ability to focus on details, prioritize and manage workload within established deadlines and schedules, anticipate work needs, work with minimal supervision, engage in independent decision-making, and flexibility in working with multiple managers and staff
• Diplomacy and a polite demeanor
• Persistence in tracking down accurate information
• Ability to manage information / data electronically and use electronic databases and document storage systems
• Proficiency Microsoft Office, Databases (i.e. Aptify), SharePoint (or similar Electronic Document Retention Systems), Adobe Acrobat, and Outlook, or similar platforms

Nice to Have :

• Occupational experience managing multiple ongoing detailed projects with varied deadlines
• Occupational experience with an accreditation agency, preferably in the healthcare field
• Occupational experience working with volunteers, educational programs and state agencies
• Proficiency in Concur (or similar Expense Management software)

Just a few of the benefits offered to employees :

• Promotes Work / Life Balance
• Hybrid Work Schedule (2-3 days from home)
• Health insurance / dental reimbursement plan
• Ample Paid time off
• 401(k)
• Pension
• Flexible Spending Account
• Life insurance
• Tuition reimbursement
• Paid Parental Leave
• Pet Insurance
• Student Loan Refinance
• 2 days off to work at a charity event of your choice
30+ days ago