Coordinator, Volunteers and Events

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 is sure to put (or hopefully keep!) a smile on your face. The ADA’s headquarters is located just steps from Chicago’s Magnificent Mile and is easily accessible by 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 areas!

We have been named as a Top Workplace by the Chicago Tribune in both 2019 and 2021 - come join our team!

Job Summary

The Coordinator, Volunteers and Events is responsible for the planning and execution of the activities of the Committee on Local Arrangements (CLA) for SmileCon. This position will manage the Advisory Groups for both CE and Experiences supporting both the Senior Director, Continuing Education and Senior Director Events and other ADA team members who work with these advisors.

Additionally, this role will support the overall event strategy with meeting planning and execution as well as manage the overall administrative duties of the Events & Experiences team, as well as other agile teams when it comes to face to face events.

Job Responsibilities

Develop and facilitate training for CLA co-chairs and state/local society staff and volunteersEvaluate current program and develop plan along with CLA chair(s) for volunteer needsTrack and manage expense lines and reports related to this volunteer programMaintain and update the volunteer manuals and position descriptions when necessaryCollaborate with the CLA on the day-to-day activities to coordinate recruitment, assignment and orientation of volunteers for positions at the annual meetingCreate and support all process and procedures for the individual advisory groups to include scheduling meetings, managing technology for virtual meetings, and communication for meetingsProvide support for the Events team and Agile teams for face-to-face eventsPerform other duties as assigned

Must Have

Bachelor's degree or equivalent experienceMinimum of 3 years of experience (or 7 years of experience in lieu of a degree) with administrative support and/or volunteer managementExcellent multi-tasking, written and verbal communication and organizational skillsExcellent attention to detail and ability to consistently meet deadlinesKnowledge of basic agreement/contract reviewAbility to work with many different levels within the organization, inclusive of direct contact with C-suite and upper managementAbility to work independently, multi-task, meet tight deadlines, and be discreet in handling sensitive informationAbility to be professional, diplomatic and congenialProficiency in MS Office SuiteAbility to travel to annual meeting (9-11 days); one CLA training meeting (2-3 days); up to three site visits (3-4 days each); and one annual meeting (7 days). This will include possible evening and weekend work

Nice to Have

Experience in working with volunteer committees and preparing reports and minutesSome meeting planning experienceExperience with managing budgets and tracking expensesFamiliarity with how a board, committee or council operates

Just a few of the benefits offered to employees

Promotes Work/Life BalanceHybrid Work Schedule (2 days in office, 3 days remote)Health insurance/ dental reimbursement planAmple Paid time off401(k) PensionFlexible Spending AccountLife insuranceTuition reimbursementPaid Parental LeavePet InsuranceStudent Loan Refinance2 days off to work at a charity event of your choice

The American Dental Association is proud to be an Equal Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. The American Dental Association is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know at recruiting@ada.org.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.