Position title: Gifted Smiles Program Administrator
Department: AAO Foundation
Status: Full Time
Reports to: Senior Vice President AAO Foundation
The AAO is a professional association of educationally qualified orthodontic specialists dedicated to ethically advancing the art and science of orthodontics, improving the health of the public by promoting quality orthodontic care, and supporting the practice of orthodontics. The AAO is comprised of more than 19,000 members in the United States, Canada and abroad. The specialty of orthodontics is the oldest and largest dental specialty recognized by the American Dental Association.
The Program Administrator represents the Donated Orthodontic Services (Gifted Smiles) “Gifted Smiles” program. The Program Administrator is part of the AAOF team and duties include volunteer cultivation, program coordination and administration, as well as providing Gifted Smiles committee and sub-committee support.
· Drives overall program growth and strategy by developing initiatives from conception to implementation, managing and evaluating all aspects.
· Creates goals, linked to AAO Values and AAO Foundation initiatives, that fuel program growth and guide impact.
· Develops and maintains reporting mechanisms to share performance, impact, and need with stakeholders and leadership.
· Establishes and submits an annual budget for Gifted Smiles for approval through the AAOF Board of Directors.
· Generates thoughtful opportunities for donors to support and partner with the program through in-kind services, sponsorship, or financial contributions that improve program sustainability. Works in concert with the AAO Foundation Senior Vice President to coordinate fundraising efforts on behalf of the program.
· Serves as a liaison and collaborator with various AAO Departments as needed.
· Builds, expands, and executes a marketing strategy that educates future patients potential volunteers (AAO members) about the program, benefits, and processes. Consistently updating all marketing collateral to reflect programmatic changes. Collaborates with the AAO Marketing Department and AAO Foundation Marketing Specialist for ongoing changes to external communication.
· Act as the primary contact for application vetting, approval, and placement for Gifted Smiles services by corresponding with patient families regarding program approval, denial, and/or status.
· Request and record payment for Gifted Smiles administrative fees and approved scholarships in line with the AAO Foundation budgetary guidelines.
· Serves as the HIPAA Privacy Officer for the Gifted Smiles program. Maintains accurate HIPAA compliant tracking database and file repository.
· Strategize and implement targeted recruitment plans for volunteers based on the location of applications received nationwide.
· Raise awareness of the program for AAO members, regional and state leadership through ongoing marketing efforts.
· Attends AAO Annual Session to represent Gifted Smiles and promote program participation.
· Manage and retain a remote volunteer workforce of AAO members across participating states. Serve as a point of contact and support for orthodontic team members and Gifted Smiles volunteers.
· Create opportunities for volunteers to receive program updates and training as needed.
Committee Staff Liaison
· Plans, coordinates, and executes of all Gifted Smiles committee meetings (video/audio/in-person) in conjunction with committee leadership as well as being responsible for meeting minutes.
· Creates scholarship application packets to seek approval from the Gifted Smiles scholarship sub-committee as needed. Manages the Gifted Smiles review sub-committee to further evaluate orthodontic need for Gifted Smiles applicants.
· Works with Gifted Smiles committee leadership on recruiting new diverse members to serve on the committee.
Education and/or Experience:
· Bachelor’s degree preferred
· HIPAA Privacy/Security Officer Certificate or ability to obtain
· Experience in non-profit fundraising, special events or working with volunteers
Knowledge, Skills and Abilities:
· Excellent customer service and interpersonal relations
· Organization and time-management skills
· Microsoft Office suite (Excel, Publisher, Word)
· Strong decision making and problem-solving skills
· Ability to work with a diverse array of personalities under pressure and within deadlines
· Excellent verbal and writing skills
· Strong team member, working well with staff, volunteers, and senior professionals.
Working Conditions and Physical Demands: Sedentary inside office work with limited exposure to weather conditions. Occasional travel required, typically one trip annually of 5-8 days duration. Requires ability to lift, pack and unpack boxes of supplies. Also requires ability to be on one’s feet for long periods (10-hour days) during an annual conference at a hotel or convention center facility.
Benefits for full time employees:
Hybrid Workplace- 2 days week in office
401K retirement plan
Vacation and Sick time, paid holidays
Employee Assistance Program
Continuing Education opportunities
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