Manager for Facilities and Operations
Summary of Position
The incumbent of this multi-faceted position will perform and be responsible for a broad and diverse array of duties for the Associate Director for Finance and Operations. The incumbent will provide support to and management of the administrative functions related to the efficient and successful operation of the Division and the Association.
Primary Responsibilities
As part of the DFO team, the incumbent will be responsible for overall coordination and management of office functions. This is to include but is not limited to:
- Acting as central point of contact for ADEA staff for operations-related requests.
- Developing and maintaining a system for control of office supply purchases and approval of supply orders.
- Developing and maintaining a system of effective and efficient management of office vendors for equipment purchases, repairs and supplies.
- Soliciting and reviewing bids, negotiating contracts, agreements and pricing for supplies and equipment.
- Preparing invoices and information to be forwarded to appropriate office staff or accounting firm.
- Maintaining, tracking and dispersing petty cash.
- Developing, managing and overseeing the FO annual budget.
- Assisting in creating and implementing an “on-boarding” process for new hires and incorporating this process with HR on-boarding process, as appropriate. This will include training and orienting new employees about office policies, procedures and equipment.
- Tracking, updating and distributing suite keys, fobs, and monthly parking passes for ADEA employees.
- Supervising FO staff and coordinating administrative support functions. This will include delegating work to FO staff and ensuring that their jobs are done correctly and efficiently.
- Planning and developing work schedules that support coverage for the receptionist.
- Developing processes for recurrent tasks and/or organizational systems to allow the Division and ADEA to run more efficiently.
- Maintaining the Association document retention system.
- Monitoring and tracking both on- and off-site storage facilities and Association archives.
- Providing for the general upkeep of the Association office space, including evaluating and maintaining office equipment.
- Serving as the primary contact person for the Association’s building property manager.
- Functioning as liaison to property management personnel to promptly and efficiently address any suite issues that arise.
- Assisting in the planning and managing, as needed, for current and future space requirements of ADEA staff and systems.
- Developing and carrying out an efficient system for assisting staff with planning, packing, moving and setting up new office space when needed.
- Updating health and safety policies, such as OSHA compliance, and ensuring that staff adhere to them.
- Updating and maintaining emergency evacuation process and written evacuation plan, including assignment of ADEA staff to various roles.
- Acting as the liaison to IT department to assist them with system needs for efficient management of suite space.
- Acting as a liaison between administrative staff and senior management for DFO office wide daily support tasks.
Qualifications
A college degree is required; coursework in business administration or accounting is preferred. Five or more years of experience in facilities and operations is preferred.
Required Knowledge and Skills
- Analytical skills and professional maturity to make correct assessments of priorities and to take the necessary action, in the absence of the ADFO
- Self-motivation and confidence, acute attention to detail, excellent organizational and communication skills, and professional discretion with information are key traits required for this position
- Ability to adhere to deadlines and plan effectively is critical
- Demonstrated professionalism, poise, tact, and diplomacy and a flexible approach to the job and its responsibilities
- Must take initiative to research, frame and analyze moderately complex problems with limited supervision, along with being decisive, observant and innovative.
- Must be able to interact and communicate with individuals at all levels of the organization with courtesy, responsiveness and thoughtfulness, including the Board of Directors.
- A strong working knowledge of a variety of computer software applications in word processing, spreadsheets, databases, presentation software, and Microsoft Office Suite.
- Continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
- Must be comfortable working in a fast-paced environment with the demonstrated ability to juggle multiple competing tasks and demands.
Editor
Journal of Dental Education
The American Dental Education Association (ADEA) invites nominations and expressions of interest for the position of Editor of the Journal of Dental Education. Responsibilities will commence at the close of the 2012 ADEA Annual Session, with transition opportunities with the incumbent to begin as early as January 2012.
Working closely with the ADEA Board of Directors, the ADEA Executive Director, and ADEA staff, the Editor will maintain the fine scholarly tradition of the Journal of Dental Education as well as work to enhance its position as the premier international journal in dental education. ADEA seeks an editor who is recognized by the dental education community as someone who understands key issues affecting dental education and has a record of publishing and editing scholarly articles.The Editor must have extensive experience in allied, predoctoral, or advanced dental education, or some combination of these, with demonstrable knowledge of teaching, research, publishing, writing, and editing.
Inquiries and letters of interest should be directed to the search firm which has been retained to work with ADEA. Please contact James Zaniello, Vetted Solutions, 888 16th Street NW, Suite 800, Washington, DC 20006; telephone 202-544-4749, email jim.zaniello@vettedsolutions.com. November 1, 2011, is the deadline for the receipt of letters of interest.
ADEA is an Equal Opportunity, Affirmative Action Employer and actively solicits applications by and nominations of women and minority candidates.
Publications Copyeditor and Manager
Summary of Position
The Publications Copyeditor and Manager is part of the publications 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 and for meeting deadlines with high-quality products.
The position requires exceptional copyediting skills and a keen eye for detail. Also critical are strong interpersonal communications skills and a background in organizational communication techniques, as well as the ability to organize multiple projects simultaneously, think creatively, and maintain flexibility.
Primary Responsibilities
The Publications Copyeditor and Manager:
- Edits a wide variety of materials in order to:
- ensure the accuracy of all spelling and grammar
- ensure consistency with ADEA Protocol for Accuracy in Naming
- ensure compliance with ADEA Protocol for Accuracy in Text
- verify that editorial, formatting, and other changes have been made correctly
- Ensures adherence to ADEA’s Brand Style Guide:
- Create tactics to educate ADEA staff
- Edit documents and online publications
- Make updates to style guide in consultation with the Senior Director of Publications and Communications
- Manages publications originating in ADEA divisions and centers other than the Division of Communications and Membership or the Division of Professional Development and Meetings such as the book Opportunities for Minority Students in U.S. Dental Schools, House of Delegates manual, Washington Update content editing and formatting support; Liaison Ledger editing, website posting, and e-newsletter creation; Pathways content editing, design, and posting. Special and occasional projects such as ADEA’s Transforming Admissions, Curriculum Resource Center module editing. Project management includes planning and executing the development and dissemination of assigned publications, which may include marketing or business analysis in addition to overseeing publications staff, ADEA staff, ADEA member volunteers, and vendors in:
- mutual agreement regarding responsibility for content development
- creating project work plans
- monitoring the schedule and budget of each publication
- establishing and completing the review and approval process
- keeping everyone informed of the status of the project
- editing and formatting assigned print and electronic publications
- ensures that each publication meets the ADEA visual and written communications standards
- Contributes to ADEA’s Bulletin of Dental Education Online by generating story ideas, conducting interviews, gathering information, and writing stories
- Becomes familiar with all ADEA programs, events, services, and products in order to explain and promote them to ADEA members and other members of the dental education community
- Ensures as many stories as possible include visual elements
- Makes decisions or recommendations to the Senior Director of Publications and Communications about publications in process as needed
Qualifications
The successful candidate must:
- possess a baccalaureate degree in a related field
- possess two to three years of hands-on, quick-turnaround copyediting and proofreading experience
- demonstrate an eye for detail
- demonstrate initiative, the ability to work independently, and the people skills to cultivate relationships
- demonstrate experience managing publications projects and meeting deadlines
- demonstrate ability to contribute a variety of story ideas and work well as part of a team
- be proficient in Microsoft Office
- demonstrate some familiarity with operating content management and association management systems
- demonstrate some familiarity with creating and disseminating HTML email
Interested applicants should submit a cover letter and resumeto hrjobs@raffa.com.
Receptionist
Summary of Position:
The receptionist position is an important and frequent touch point with the organization’s primary constituency, our members, plus all of ADEA’s staff.
This individual answers incoming calls for the entire organization and transfers them to the appropriate staff. Greets and receives all visitors to the office suite. Covers the reception desk during all business hours and ensures reception desk is maintained in a professional manner, reflecting the Association’s image. Receives and logs all incoming courier packages and routes to the appropriate recipient. Takes accurate and complete messages for staffers at their request or when voice mail is not in operation. Occasionally assists the Association’s Centers and Divisions with any type of project that can be accomplished in conjunction with answering the telephones and the other duties of the reception desk, within regularly scheduled work hours.
Main Priorities:
- Professionally administers all incoming calls.
- Ensures that phone calls are directed to the appropriate staff member, or appropriate source by asking polite and pertinent questions of the caller.
- Greets callers and guests in a professional, friendly, warm manner (i.e., smile in voice).
- Notifies staff members of their guest’s arrival in lobby.
- Logs incoming courier packages for all staff and directs them to the appropriate individual.
- Serves as phone system auto attendant message administrator.
- Sends out packages by courier, as requested by staff, ensuring appropriate accounting codes are recorded.
- Manages building service requests from staff via on-line system.
- Oversees the conference room(s) Outlook calendar(s), which includes handling and scheduling requested meetings, and entering the information correctly.
- Handles miscellaneous correspondence; mainly answering mail requests for information on different topics (i.e., opportunities/careers in dentistry, low-cost dental care, dental school locations within a certain state, etc.).
- Handles coding (1st coder) for invoices in the Anybill A/P system.
- Reconciles shipping accounts for proper coding and billing charge accuracy.
- Opens ADEA’s general mail and distributes it to the correct staff.
- Communicates with all relief administrative assistants all information essential to the effective and efficient daily operation of the front lobby receptionist’s desk via Front Desk Log Books, i.e. deliveries, expected callers or items of interest that may need special handling at the request of an ADEA staff member.
- Assists Operations Associate with in-house meeting set-up and clean-up.
- Effectively handles the delivery of some materials through front lobby, including the expedient notification/distribution of packages, packing slips, etc. to the correct individual(s); also, assertively directing, as needed, any larger shipments to mail room and Operations Services Associate’s area.
- Records and tracks Raffa’s Courier pouch content (materials/documentation)
- Enters visitor data into the building’s Visible Visitor System for ADEA central office’s incoming visitors.
- Handles filing, copying, scanning, updating employee phone extension list and mail boxes for DFO and Operations.
- Maintains Front Desk handbook for use by temporary staff and relief staff.
- Work hours of 8:45 a.m. to 5:15 p.m., Monday - Friday, with one hour for lunch each day from 12:30-1:30.
- Performs other duties as assigned.
Qualifications:
- An associate or bachelor’s degree preferred, with a minimum of three to five years of experience as a receptionist or in a related customer service position
- Excellent verbal communication skills and phone etiquette; able to handle a multi-line phone console (up to 12 lines), plus walk-in visitors, messengers and/or delivery traffic
- Able to work with minimal supervision; be customer service driven; able to multi-task; be professional in appearance and manner; organized; detail-orientated; able to follow through on tasks/projects
- Strong working knowledge of contemporary business technology with intermediate skills/knowledge of MS Office (Word, Excel, Power Point, Outlook Email/Scheduler) and internet
Given the importance of this role at ADEA, all duties must be performed consistently, in a prompt and courteous manner.
Interested applicants should submit a cover letter and resumeto hrjobs@raffa.com.