Administrative Services Manager

The American Dental Education Association (ADEA) is seeking to add an experienced Administrative Services Manager to its team.

The Administrative Services Manager provides administrative and programmatic support to the Office of Educational Services Centralized Application Services (CAS) team and the Senior Chief of Educational Services. This position plays a key role in leading and coordinating programmatic activities associated with the four centralized application services (CAS)— Associated American Dental Schools Application Service (AADSAS) for students pursuing a doctorate (D.D.S. or D.M.D.); Centralized Application for Advanced Placement for International Dentists (CAAPID); Postdoctoral Application Support Service (PASS) for applicants to advanced dental education programs; and Dental Hygiene Centralized Application Service (DHCAS). Responsibilities include setting up new application cycles each year, coordinating training on the CAS’s WebAdMIT application management software, and managing the Fee Assistance Program for ADEA AADSAS, encompassing all related communications, application processing, and decision-making. By ensuring seamless coordination, timely training, and clear communication across all four services, this role maintains operational consistency and aligns CAS activities with the association’s broader admissions and access objectives. The Administrative Services Manager will independently manage cross-functional projects and provide oversight and recommendations on changes related to CAS onboarding.

The Administrative Services Manager will have additional responsibilities supporting the Senior Chief of Educational Services as related to budget planning and management, report writing and special projects.

The position reports directly to the Vice President CAS Operations with a dotted-line relationship to the Senior Chief of Educational Services.

Primary Responsibilities

1. Manages the ADEA AADSAS Fee Assistance Program (FAP).
   • Maintains FAP materials including the website, Help Center, email communications and webinar(s).
   • Manges the FAP database(s) and tracks applicants, decisions and budget expenditure.
   • Processes applications, responds to applicant inquiries and provides relevant information to prospective applicants.
   • Facilitates communication with relevant staff and Liaison International.
   • Troubleshoots any issues with the ADEA AADSAS FAP process and implements changes.
   • Expands the program as requested.
2.  Manages cycle preparation for ADEA’s CASs.
   • Completes user acceptance testing (UAT), configuration approval, and payment testing in coordination with the CAS lead. 
   • Works with the web team to make updates on adea.org and adea.org/godental.
   • Reviews applicant communication and Help Center text.
3. Leads WebAdMIT support for ADEA’s CASs.
   • Provides basic WebAdMIT support such as user management, program creation and  pre-launch setup.
   • Identifies training needs and facilitates 2-3 training sessions per year for seasoned users.
   • Onboards and trains new programs and schools.
4. Supports other educational pathways activities.  
   • Participates in virtual and in-person recruitment events.
   • Submits and processes CAS invoices.
   • Creates presentations and engaging activities as requested.
   • Participates in relevant CAS Advisory Group and Town Hall meetings.
5.  Assists the Senior Chief of Educational Services with various tasks, including, but not limited to, credit card management, travel planning, meeting coordination, and report preparation.
   • Serves as administrative support to special projects such as Envisioning the Future of Oral Health Education Task Force, strategic planning initiatives, etc.
   • Works with CAS and research team staff to coordinate the submission of internal departmental documents, including quarterly Board of Directors Reports and other reports in accordance with ADEA deadlines.
   • Coordinates travel for respective Task Force members to include scheduling and expense reporting.
   • Collaborates with the Senior Chief of Educational Services to input annual budgets into the accounting system and develops a process for tracking and reporting budget expense analysis to different team members.
   • Enhance the department's office operations by creating processes for effective project and priority management.

• A bachelor’s degree and a minimum of five years of relevant experience are required.
• Ability to work in a fast-paced, collaborative, team-based environment. A successful candidate must be self-aware, organized, confident and accountable.
• Sound judgment in making decisions, interpreting feedback, maintaining confidentiality, and adjusting workflow and processes as necessary.
• Customer-focused mindset with strong written and verbal communication.
• Ability to effectively utilize technology. A successful candidate must demonstrate interest and efficiency in keeping up with changes in technology, software and databases.
• Expertise with Microsoft Office (including Word, Excel, Outlook, PowerPoint), Adobe Acrobat, and videoconference/meeting software such as Zoom/Teams.
• Ability to clearly and concisely exchange ideas, facts and technical information with others.
• Experience in effective program management, including planning, organizing, and managing resources to successfully achieve specific project goals and objectives. 
• Experience in expense reporting and in developing and tracking department/office budgets.
• Ability to travel to support ADEA member-related meetings as needed.
• Ability to work at ADEA’s DC office on a hybrid basis. The hybrid schedule is onsite at ADEA's office Monday through Thursday and can work from home on Friday.

This position's salary range is $70,000 to $78,000. In addition to a rewarding and purposeful mission, ADEA offers you a collaborative team environment with competitive salary and excellent benefits, including health, vision, dental and life insurance, wellness benefits, a 35-hour work week, generous paid leave and a 403(b) retirement plan with 10% employer contribution. Our office is conveniently located across from the Washington Convention Center, near shopping, restaurants and the Red and Green Line Metro Stations. 

For more information and to apply online, visit www.adea.org.

The American Dental Education Association (ADEA) is The Voice of Dental Education. Its members include all 78 U.S. and Canadian dental schools, over 800 allied and advanced dental education programs, 66 corporations and more than 20,000 individuals. 

The mission of ADEA is to develop an inclusive, future-ready oral health workforce prepared to improve the health of all people and communities through leadership, education , and collaboration.  

ADEA's activities encompass a wide range of research, advocacy, faculty development, meetings and communications, including the esteemed Journal of Dental Education, as well as the dental school admissions services ADEA AADSAS, ADEA PASS, ADEA DHCAS and ADEA CAAPID. 

ADEA is an Equal Opportunity Employer. The Associations EEO policy prohibits discrimination in employment on the basis of race, color, religion, age, sex, national origin or ancestry, marital status, personal appearance, sexual orientation, gender identity or expression, pregnancy, child birth or related medical conditions, family responsibilities, genetic information, political affiliation, matriculation, veteran status, union affiliation, disability, credit information, status as a victim or family member of a victim of domestic violence, a sexual offense, or stalking, or any other legally- protected characteristic in accordance with federal or local law (the Protected Categories). EEO applies to all terms and conditions of employment, including but not limited to recruitment, hiring, training and development, promotion, termination, compensation, and benefits.