Career Opportunities at ADEA

The American Dental Education Association (ADEA) is the voice of dental education. The mission of ADEA is to lead individuals and institutions of the dental education community to address contemporary issues impacting dental education and dental research, higher education, and the delivery of oral health care for the health of the public.
Job Title:Meetings Manager
Division:Professional Development and Meetings
Reports to:Senior Director for Meetings (SDM)
Incumbent:Various
Supervises:N/A
Grade:4
Requirements:BA or BS, CMP desirable with at least five years of work in association convention and meeting planning.


DESCRIPTION:                                                                                                     

The Meetings Manager, Division of Professional Development and Meetings (DPDM) position works as part of a team-based environment.  At times, depending on the assignments and size of the meeting, a manager may be called on to act as a team leader with respect to the assigned meeting and in other cases may serve in a secondary capacity. All position incumbents work collaboratively with other ADEA staff, other DPDM staff, and the Senior Director for Meetings to coordinate planning for ADEA meetings to ensure the quality of pre-meeting preparation, on-site logistics, registration, and online program content.  Incumbent manages assigned logistical details related to the ADEA Annual Session and Exhibition, creates and maintains all necessary files and records to track progress, contacts, and ensures the future success of a meeting. 

This position requires a high level of attention to details, excellent organizational skills, professional integrity, and the ability to perform multiple, varied tasks well in a team environment


PRIMARY RESPONSIBILITIES:


ADEA Annual Session & Exhibition, assigned duties may include
:

Logistics:

  • Coordinate logistics, create and manage Annual Session & Exhibition details (“event specification guide”) for ADEA Annual Session. Develop event specification guide to include all Annual Session events and communicate with Annual Session vendors.  May be required to support other Annual Session on-site logistics.
  • Manages and coordinates logistics for all business, governance, affiliate and special events for the Annual Session to include room setup and food and beverage requirements.
  • Manages on-site logistics and plans staff involvement in the event.  Develop staff, volunteer and temporary staff schedules.
  • Solicit RFP’s from CVB’s, temporary staffing agencies, and other vendors in addition to evaluating proposals and executing agreements.
  • Responsible for the record keeping management of ADEA Annual Session to track history (destination, site, room block and pick up, F&B information, AV and spending); facility details (from RFP responses) and performance.  


Registration:

  • May be asked to manage complete registration process to include managing the: relationship with contracted registration vendor; development of the on-line Web integrated registration site; onsite registration process including onsite registration personnel at ADEA Annual Session; financial administration of payments with Department of Finance and Operations; and database integration management issues with the Department of Communications and Membership.


ADEA Interim & Other Meetings:


Planning:

  • Assist and contribute in the coordination of all aspects of conferences, meetings and events (pre-planning including program planning facilitation, onsite execution and post event wrap up).
  • Lead staff kick-off meetings and/or meet individually with internal stakeholders for each assigned meeting in order to assist ADEA’s staff and/or volunteers in setting goals and objectives for all meetings. Ensure that venues and vendors support meeting goals and objectives.
  • Coordinate with other ADEA staff, volunteer leaders, and consultants to ensure destination and facility selection for all ADEA meetings are in line with goals, objectives, budgets and preferences.
  • Manage the speaker agreement process.
  • Manage logistics and provide site management details (“spec book”) for all ADEA meetings at ADEA’s office and off site including; submission of housing lists, transportation, F&B, shipping, transportation, VIP arrangements, exhibits and/or displays, etc.
  • Manage all on-site logistical arrangements for meetings to include: audio-visual, food and beverage, group transportation, and housing.
  • Develop and continually refine RFP formats to be used for destination and site selection, and selection of other outside vendors; provide proposal comparison and recommendation reports; negotiate and executive agreements with selected venues and outside vendors.
  • In coordination with the Senior Director of Meetings, develop and maintain relationships with NSO/GSOs, individual properties and other meetings industry vendors.
  • Review master account postings on-site at all meetings.
  • Manage travel and lodging for staff, speakers, and VIPs traveling to meetings or other business travel.
  • Develop and maintain solid relationships with exhibitors/sponsors.
  • Work with staff in DCM to prepare appropriate promotional and informational materials about ADEA’s meetings to support the marketing and promotion of meetings to increase meeting attendance. This includes content for brochures, Bulletin of Dental Education, articles, listserv announcements, and other media.
  • In coordination with the Senior Director of Meetings, negotiate meeting and meeting vendor contracts using ADEA’s model contract.
  • Support Senior Director of Meetings in her/his role as staff liaison to other organizations with whom ADEA collaborates in meeting opportunities.
  • Contribute to overall team success by identifying problems and proactively seeking out methods to improve self-performance and/or efficiency of an operation or task.
  • Help develop, revise, and support ADEA’s meeting management and related policies and procedures including but not limited to ethical behavior and budgeting.


Registration, Budgets and Record keeping:

  • Coordinate registration process for each assigned meeting in ADEA’s association management system for ADEA meetings and events to include:  event set-up, data entry, badge production and review, written communication to registrants, accurate registration and reconciliation reporting, and responsive communication with meeting participants.
  • Manage onsite registration and/or onsite registration personnel.
  • Track history (destination, site, room block and pick up, F&B information, AV and spending); facility details (from RFP responses) and performance. 
  • Perform financial management for any assigned meeting including budget creation, monitoring revenue/expense performance, and collection of registration and/or exhibit fees
  • Responsible for accurate and timely submission of meetings related financial information to accounting such as registration data, vendor invoicing, and billing for contracts. 
  • Develop detailed expense and revenue budgets for assigned meetings carefully tracking expenses to maintain budget integrity.
  • Process invoices and payments within 21 days of receipt.


Member Services:

  • Convey logistical information about all ADEA meetings to members who call or email with a focus on customer/member service. Listen for other issues and refer members and/or assist members in solving other (than meetings) questions. In coordination with other DPDM staff, share responsibility for responding to email, phone and web inquiries from constituents and staff about any meetings. 


ADDITIONAL RESPONSIBILITIES:

This description incorporates the most typical duties performed. It is recognized that other related duties not mentioned may also be performed. Specifically, duties are not constrained only to work done in the Division of Professional Development and Meetings.  The position requires the ability to work effectively in a cross-functional environment.


KNOWLEDGE AND SKILLS REQUIRED:

  • In cases where the Senior Director for Meetings is unavailable, the incumbent(s) must possess the ability to make correct assessments of priorities and take the necessary action(s) to resolve the issues and inform the Senior Director for Meetings upon return.
  • Provide design and logistical support for ADEA’s meetings including:  site selection, contract negotiation, contracting, budgeting, member relations, customer service, meetings logistics, database management, registration, reservations and housing support.
  • Possess meetings and hospitality industry knowledge and stay abreast of trends and changes. 
  • Ability to understand the implications of industry changes and what affect they may have on ADEA, including implications of ethical principles for the meetings industry.
  • Understanding meeting design and its impact on site selection and meeting outcomes.
  • Possess leadership strengths to co-manage, mentor and delegate work cooperatively and collaboratively with other ADEA staff members, volunteers, volunteer leaders, and vendors.
  • Ability to represent ADEA among staff and vendors using the highest standard of professional integrity and in line with ADEA’s ethics policies.
  • Exceptional negotiation skills. Negotiation requires knowledge about meeting legalities and liabilities including but not limited to facility contracts, vendor contracts, crisis and contingency planning, insurance (including but not limited to drama, music licensing, etc.) and other areas of risk management involved in planning and managing meetings.


SUPERVISION AND GUIDANCE:

This position reports to the Senior Director for Meetings.  Performance will be appraised based on personal initiative and outcomes achieved.


QUALIFICATIONS: 

Earned Bachelor’s degree in event planning, communications, marketing or related field strongly preferred. Experience in best practices for meetings including but not limited to destination and site selection, contract negotiation (hotels, convention centers, AV and decorating vendors, food and beverage/catering, exhibitors, registration and housing vendors), exhibitor solicitation and management. This individual must be proficient using Microsoft Office software, including Word and Excel.  He or she must be capable of managing multiple tasks simultaneously and working across divisions within ADEA. Excellent written and verbal communications are essential.   Attention to detail and meticulous focus on time sensitive activities are critical to success.


APPLICATION INSTRUCTIONS: 

The Association offers a competitive salary and excellent benefits package, along with a Metro accessible location in downtown DC.  Candidates should submit a resume and cover letter with salary requirements to:  HRjobs@raffa.com (subject: Meetings Manager for DPDM). No phone calls, please.

 

Job Title:Membership Marketing and Communications Manager
Division:Communications and Membership
Reports to:Director of Marketing and Communications
Status/Grade:4
Incumbent:Vacant
Date:November, 2014


SUMMARY OF POSITION:                                                                                                     

The Membership Marketing and Communications Manager is part of the marketing and communications group of ADEA. This is a highly functioning, highly effective operation within the Division of Communications and Membership that is known for superior internal client service producing high-quality products in a fast-paced deadline-driven environment.

The Membership Marketing and Communications Manager works with the Director of Marketing and Communications on the development and implementation of strategic marketing plans for internal and external stakeholders, specifically in the area of membership and conference marketing. The individual in this role uses his or her skilled understanding of membership marketing to serve as project manager on Association membership marketing efforts. He or she conducts membership research efforts to determine member needs, priorities and communications positioning for key audience segments. With the Director of Marketing and Communications, he or she develops and key strategies, innovative approaches and new ideas to meet membership acquisition, engagement and retention goals.

The Marketing and Communications Manager represents ADEA’s brand identity and communications standards to a wide variety of internal clients and is responsible for effectively conveying ADEA’s messages to members, prospective members and the general public. He or she tailors messaging and visual elements in accordance with visual brand standards to be shared throughout a variety of communications mediums. He or she also works with the membership staff to develop distinct member segmentation profiles and lists in Association Anywhere, including professional focus and demographic information, and adjusts marketing tactics according to the needs and communications preferences of the targeted audience. The position requires a self-starter with experience in membership marketing and organizational communication techniques. The individual must possess strong interpersonal communications skills, as well as the ability to work independently, manage complex and varied projects, organize multiple projects simultaneously, think creatively and maintain flexibility.


PRIMARY RESPONSIBILITIES:

The Membership Marketing and Communications Manager:

  • Understands the value proposition for the various segments of the ADEA membership and applies that knowledge across promotions and communications.
  • Attains and demonstrates advanced knowledge of ADEA programs, events, services and products to explain and promote them to ADEA members and other members of the dental education community.
  • Assists with the development, implementation and measurement of annual marketing and communications plans, ensuring alignment with ADEA’s strategic goals.
  • Works with internal staff and external vendors on execution of membership recruitment and retention programs.
  • Contributes bi-weekly content to ADEA’s member newsletter, the ADEA Bulletin of Dental Education (BDE).
  • Develops member engagement communications for various segments of the ADEA membership.
  • Provides social media content related to support membership and conference marketing campaigns.
  • Manages production processes from copy and design through approvals and scheduling for direct mail, email, print and online advertising efforts.
  • Works closely with the design team to develop printed brochures and fliers.
  • Gathers member and attendee testimonials for use in marketing materials.
  • Analyzes segmented membership research, shares with cross-divisionally and makes recommendations related to new products and services.
  • Updates existing content and generates new content for the membership pages of the ADEA website.
  • Works with the web team and membership staff to ensure processes and resources related to website, email system and database are in place to support membership and conference marketing efforts.
  • Updates printed membership applications and works with membership staff toward implementation of online membership applications.
  • Works with membership staff to enhance renewal, welcome kit, member acknowledgement and other member touch points using database and third party vendors.
  • Provides reports and metrics to help analyze effectiveness of membership marketing campaigns.
  • Complies with ADEA’s Style Guide, editorial guidelines and Brand Standards.
  • Coordinates the membership certificate program.
  • Monitors external agencies and vendors regarding project timelines, budget and quality standards.
  • Represents Association at ADEA and industry events to educate existing and prospective members about benefits and services and articulate value proposition.
  • Incorporates visual brand into all membership marketing materials and monitors brand standards across all marketing materials.
  • Tracks and fulfills marketing promotions and promotional materials requests from members, and recommends promotional items and incentives.
  • Works with membership staff and the web team on enhancing corporate member exposure on the ADEA website.
  • Shares “member of ADEA” logo and branded newsletter templates to ADEA Councils and Sections.
  • Provides annual budget recommendations related to research, retention, acquisition, engagement, brand and promotional line items.
  • Works with vendor to initiate targeted online membership marketing efforts and manage related campaigns and measurement.
  • Researches and recommends print and online advertising opportunities.
  • Develops targeted ads for segmented areas of the ADEA website.
  • Represents ADEA at industry events to educate existing and prospective members about benefits and services and articulate value proposition.

QUALIFICATIONS: 

 

  1. Baccalaureate degree in marketing, communications, journalism or a related field.
  2. 2-5 years of marketing and communications experience with variety of media required (e.g., newsletters, web content, marketing, etc.).
  3. 2-5 years of membership marketing experience, preferably at a health care or higher education organization, strongly preferred.
  4. 2-5 years of event or conference marketing experience, strongly preferred.
  5. Superior writing, editing and proofreading skills.
  6. Demonstrated initiative, the ability to work independently, and the people skills to cultivate relationships.
  7. Demonstrated ability to work well as part of a team.
  8. Proficiency in Microsoft Office and the Adobe Creative Suite.
  9. Experience with content management, email marketing and association management systems.
  10. Strong project management skills and the ability to produce quality written communications in a fast-paced environment.


APPLICATION INSTRUCTIONS: 

The Association offers a competitive salary and excellent benefits package, along with a Metro accessible location in downtown DC.  Candidates should submit a resume and cover letter with salary requirements to:  HRjobs@raffa.com (subject: Membership Marketing and Communications Manager for DCM). No phone calls, please.

 

JOB TITLE: Senior Vice President for Educational Research and Analysis within the ADEA Policy Center


DESCRIPTION:  The Senior Vice President of Educational Research and Analysis (SVP of ERA) leads and supports ERA staff in carrying out the objectives of the ERA portfolio and key research priorities of ADEA. The SVP of ERA works with the Chief Policy Officer/Managing Vice President to develop an aggressive research agenda that seeks to address many of the challenging issues facing dental education, including relevant higher education topics. The SVP of ERA is responsible for implementation of the research agenda and coordination of the research activities of the ERA staff. 


RESPONSIBILITIES:  

Primary responsibilities of the SVP of ERA will include: creating, managing, and evaluating educational policy research activities within the purview of ERA and advising and collaborating with others throughout ADEA on affiliated activities and in the writing of issue briefs, policy studies, and related reports for various house publications; providing leadership in the continued development of ADEA’s efforts to produce relevant and timely research on key issues in dental education; interacting on a regular basis with educational researchers in other areas of health professions education, and higher education associations about issues affecting educational policy; and, developing and implementing strategies to collaborate research efforts with other organizations in order to enhance ADEA’s research role and scope in dental education and higher education.


QUALIFICATIONS:

The incumbent must hold a doctoral level degree in dentistry, higher education, economics, sociology or a related field. The incumbent should have more than ten years of experience in higher education policy research as well as substantive experience at the management/administrative level. The incumbent must possess a thorough knowledge of higher education policy research and data collection and management.  In addition, the incumbent must have demonstrated a facility for communication and problem solving in a complex organization, and must possess previous supervisory, senior managerial and fiduciary experience.  The incumbent must be skilled at communicating (written and verbal) complex research to a variety of audiences. Experience working within a research center, association, or think tank is desired. Extensive experience leading and managing major educational research projects/studies required.


APPLICATION INSTRUCTIONS: 

The Association offers a competitive salary and excellent benefits package, along with a Metro accessible location in downtown DC.  Candidates should submit a resume and cover letter with salary requirements to:  HRjobs@raffa.com (subject: Senior VP for ERA). No phone calls, please.