The American Dental Education (ADEA) is seeking to add a talented Senior Project Associate to its team.

The Senior Project Associate will coordinate the Department of Innovation, Clinical Education & Public Health’s (ICEPH) operational and administrative activities and provide support on technical tasks such as drafting reports and presentations. This position reports directly to the Chief ICEPH.

General Administrative Responsibilities

• Conduct day-to-day business and operations in coordination with the project leaders within the ICEPH team, with other units in the organizations, and with external parties according to the protocol, guidelines and expectations set forth by the Chief of ICEPH and ADEA leadership. 
• Ensure that Institutional and departmental policies and guidelines are followed for all member-related requests, data preparations, published materials, and presentations.
• Ensure open, efficient, and inclusive communication between the Chief of ICEPH and the rest of the ICEPH team. Work within and support a productive team environment that respects established supervisory protocols. Demonstrate a strong work ethic and professionalism at all levels of communication. Work collaboratively with the Chief of ICEPH towards the completion of additional tasks as assigned.
• Coordinate ICEPH facilitated events, ICEPH participation in ADEA Annual Session and ADEA Advisory Committee on Innovation, Clinical Education & Public Health (ACICEHP) meetings, including development of agendas, collection and dissemination of materials, speakers’ agreements, presentations, completion of minutes and other documentation, coordination with other ADEA units, and performing preparation and follow-up functions as needed.
• Manage member forum, ACICEPH ADEA Connect, including posting, monitoring, editing and updating.
• Implement and regularly update the performance metrics for the ICEPH releases, in collaboration with ADEA communication staff. 
• Maintain a current and accurate calendar of ADEA wide events and ICEPH programs and events including submission and other deadlines. Proactively communicate upcoming deadlines to ICEPH staff and monitor submissions to ensure timely completion.
• Assist in on-boarding of ICEPH staff, interns, and scholars.
• Coordinate travel for ICEPH staff, fellows, scholars, speakers and members as needed. 
• Enter and maintain ICEPH projects into existing or new project management systems and participate in providing support for department projects as needed.

Financial Administrative Responsibilities

• Work with Chief ICEPH -to coordinate and ensure timely updates of the ICEPH work plan and schedule of activities, submission of internal documents including quarterly reports, time allocations, budget analyses, and others as assigned.
• Monitor ICEPH budgets and provide monthly and quarterly reports to Chief and directors of public health, and data intelligence.
• Work with accounting staff to ensure accurate and timely reporting and posting of expenses.
• Monitor contracts and invoice execution with vendors as to timely payment and renewals. 
• Enter annual budgets into the accounting system.

Cross-Departmental Administrative Responsibilities

• Represent ICEPH at the weekly Division of Communications and Membership (DCM) meetings and coordinate with ADEA communications staff to develop publication and marketing needs for the ICEPH projects.
• Work with DCM to update the ICEPH website as directed and ensure documents and other materials are posted in a timely manner.
• Coordinate the submission of Bulletin of Dental Education articles.
• Coordinate webinars with Office of Learning and other groups on new ICEPH releases.
• Perform other duties as assigned.

Research Responsibilities

• Coordinate with project leads the dissemination of member surveys and the organization of focus groups to identify the use and improvements of ICEPH products.
• Create and maintain up to date files and materials for easy retrieval and utilization by staff and when appropriate by members. Create and maintain a reference bibliography system for ICEPH topics.
• Coordinate dissemination of ICEPH research results. 
• Support the drafting of reports, presentations, and manuscripts, as well as formatting of these documents to ensure alignment with ADEA branding and copy-editing policies.
• Assist ICEPH staff in responding to requests for information and data.
• Assist with research of assigned topics, conduct literature searches, and support the development of short surveys in Qualtrics or other survey platforms.
• Post content in member forum, ADEA Connect.
• Develop presentations using PowerPoint, Prezi and/or Infogram on assigned topics.
• Proofread publications and presentations.
• Assist any contracted authors on assigned ICEPH projects.

Desired Six-Month Outcomes

• Create and maintain up to date files and materials for easy retrieval and utilization by staff and when appropriate by members. Create and maintain a reference bibliography system for ICEPH topics.
• Create and maintain a current and accurate calendar of ADEA-at-large and ICEPH programs and events, including submission and other deadlines. Proactively communicate upcoming deadlines to ICEPH staff and monitor submissions to ensure timely completion.
• Coordinate and ensure timely updates of the ICEPH work plan and schedule of activities, submission of internal documents including quarterly reports, time allocations, budget analyses, and others as assigned.

Qualifications

• A baccalaureate degree (B.A./B.S.) and 3 years of full-time project management and/or research experience.
• Association, non-profit and/or higher education experience is preferred.
• Essential requirements include:
  • Experience with program management and organizing meetings/events; ability to manage multiple projects and deadlines concurrently.
  • Attention to detail and meticulous focus on time sensitive materials and activities.
  • Strong written, oral, interpersonal and presentation skills.
  • Experience in expense reporting and budget tracking.
  • Ability to build and maintain relationships with a wide array of people in a manner that positively portrays ADEA and its programs, staff and philosophies. Ability to work successfully in a diverse team environment and collaborate effectively with others.
  • Expert user of Microsoft Office suite and virtual meeting platforms including Zoom.
  • Proficiency in presentation software (such as Prezi, Infogram, etc.), bibliography and citation software, and online community platforms (such as Higher Logic).
  • Proficiency with surveying software is helpful (such as Smartsheet/Jot Form, Qualtrics or SurveyMonkey).
  • Willing to travel on occasions including overnight travel (2-3 times per year, as needed) to staff ADEA meetings.
  • Ability to work ADEA’s hybrid work schedule. Currently, the schedule is Monday through Thursday onsite in the DC office and can work from home on Friday.

This position is hourly and the rate is $52,000 to $60,000/annualized. In addition to a rewarding and purposeful mission, ADEA offers you a collaborative team environment with competitive salary and excellent benefits, including health, vision, dental and life insurance, wellness benefits, a 35-hour work week, generous paid leave and a 403(b) retirement plan with 10% employer contribution. Our office is conveniently located across from the Washington Convention Center, near shopping, restaurants and the Red and Green Line Metro Stations. 

For more information and to apply online, visit www.adea.org.

About American Dental Education Association

Our mission is to develop an inclusive, future-ready oral health workforce prepared to improve the health of all people and communities through leadership, education, and collaboration. As The Voice of Academic Oral Health, ADEA is the sole national organization representing academic dentistry. Our members include all 80 U.S. and Canadian dental schools, more than 800 allied and advanced dental education programs, more than 55 corporations and approximately 15,000 individuals. Our activities encompass a wide range of research, advocacy, faculty and leadership development, meetings, news and publications, including the peer-reviewed Journal of Dental Education. We also offer the dental education application services ADEA AADSAS, ADEA PASS, ADEA DHCAS and ADEA CAAPID.

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