Position Description: Provides administrative support for office operations. Responsible for monitoring office equipment, assessing project planning software, maintaining Office Procedures Manual, ordering office supplies and tracking organization contracts. Serves as main contact for building and ASDA’s third-party technology vendor. Maintains a positive and professional image as the initial contact with visitors, customers and members in person, online and via telephone.
Coordinate all services required from the office of the building.
Monitor office equipment and contact service personnel as necessary.
Maintain Office Procedures Manual
Maintain Employee Handbook and assess office policies.
Track and monitor organization’s contracts, alerting appropriate staff to contract deadlines.
Responsible for association’s internal phone system, conference call and webinar services.
Maintain reception area and answer phone calls.
Sort and distribute ASDA’s incoming mail and manage outgoing mail; reconcile postage due account.
Process orders for products sold, product inventory, shipping and handling as well as maintain the online store section of the website.
Coordinate the annual document destruction/retention process for the office.
Fulfill other administration duties as assigned by Director of Finance and Administration.
Responsible for maintenance of computers and technology assets.
Serves as main point of contact for ASDA’s third-party technology vendor.
Responsible for association’s project planning software.
Serve as administrator on various ASDA online accounts including Survey Monkey, Asana and GoToMeeting.
Manage the acquisition, installation and maintenance of organization’s hardware/software, including that used in voice communications and audio/visual systems and applications.
Ensure documents and certificates such as product registrations, SSL certificates, maintenance agreements, service contracts, etc. related to technology operations and/or technology services are evaluated, updated and processed.
Manage network operations, including troubleshooting connectivity problems.
Assist with maintaining relationships with staff benefit providers.
Coordinate new employee onboarding.
Monitors employee timesheets and reports variances
Maintain staff organizational chart and position descriptions.
Standing member of the Employee Engagement Committee (EEC); draft EEC meeting agenda and minutes. Ensure follow up is completed.
Schedule staff meetings; draft staff meeting agendas and minutes. Ensure follow-up is completed.
Manages Human Resources folder on shared drive.
Experience and Education: Bachelor’s degree required. Three to five years’ work experience in related field; association experience preferred. Knowledge of Microsoft Office and Association Management software.
Skills Required: Self-starter with the ability to handle multiple priorities. Detail oriented. Strong customer service, interpersonal skills and professional demeanor. Excellent written and oral communications. Experience with operations and technology in the office environment. Must be able to work with a small staff as part of a team.
About American Student Dental Association
The American Student Dental Association (ASDA) is a national organization that protects and advances the rights, interests and welfare of dental students. Founded in 1971, it is the largest dental student organization in the United States. With a membership of more than 23,000, ASDA represents 86% of dental students from all 66 dental schools. ASDA introduces students to lifelong involvement in organized dentistry and provides services, information, education representation and advocacy. Located in Chicago, ASDA has a staff of 14 and an operating budget of $4.5 million.