American Association of Orthodontists
Human Resources & Governance Administrative Coordinator
American Association of Orthodontists, Saint Louis, Missouri, United States, 63146
Human Resources & Governance Administrative Coordinator
Position title:
Human Resources & Governance Administrative Coordinator
Department:
FLSA Exempt Status : Full-Time
Reports to:
Director human resources
About AAO:
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.
position summary:
The Human Resources & Governance Administrative Coordinator provides support across HR functions and delivers high-level administrative assistance to organizational leadership. This role ensures smooth payroll processing, HR compliance, and employee support while maintaining key organizational calendars, supporting member-led committees, and assisting the CEO and Board Officers.
Key Responsibilities
Payroll & HR Administration
Process bi-weekly payroll accurately and ensure compliance with federal, state, and local laws.
Maintain payroll records and respond to employee inquiries.
Support compliance with wage and hour regulations.
Employee Relations & Engagement
Assist with employee communications, recognition programs, and engagement initiatives.
Recruitment & Onboarding
Post job openings, screen candidates, and coordinate interviews.
Prepare new hire documentation and support onboarding.
Maintain the applicant tracking system and recruitment files.
HR Records & Compliance
Maintain accurate HRIS and personnel files.
Assist with support compliance reporting and audits (EEO, ACA, FMLA, etc.).
Benefits & General HR Support
Assist with benefits administration and open enrollment.
Provide general administrative support to the HR team.
Calendar & Meeting Coordination
Manage organizational calendars, including staff time off, meeting room reservations, and Board of Trustees schedules.
Maintain the Trustee Travel & Meeting Schedule and Master Meeting Calendar.
Council & Committee Support
Update member databases and email lists annually.
Maintain council and committee webpages.
Attend meetings, prepare minutes, and support subcommittee work.
Coordinate logistics for in-person meetings and special projects.
Board of Trustees & Executive Support
Prepare agendas, take minutes, and track action items for quarterly Board meetings.
Coordinate travel and meeting registrations for the CEO and Board Officers.
Process CEO travel expenses in partnership with accounting team
Education and/or Experience:
•Bachelor’s degree in human resources, Business Administration, or related field preferred. Equivalent combination of education and work experience will be considered.
•1–3 years of HR and/or payroll experience preferred.
•Prior experience in an association or nonprofit environment a plus.
Skills and Attributes:
Skills :
•Strong attention to detail and organizational skills.
•Excellent written and verbal communication skills.
•Proficiency in Microsoft Office Suite; experience with HRIS/payroll systems a plus.
Attributes :
•Ability to handle confidential information with integrity.
•Proactive, adaptable, and willing to learn new responsibilities.
•Team-oriented with strong customer service orientation.
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
Medical, Dental, and Vision Coverage
Hybrid Workplace – 16 hours a week in office
HRA and FSA
Vacation and Sick time, volunteer day, personal days, paid holidays, summer Fridays
Short and Long-Term Disability Income
Term Life and AD&D Insurance
Employee Assistance Program
Wellness support
Tuition Reimbursement
Seniority level
Seniority level Entry level
Employment type
Employment type Full-time
Job function
Job function Human Resources
Industries Hospitals and Health Care
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Human Resources & Governance Administrative Coordinator
Department:
FLSA Exempt Status : Full-Time
Reports to:
Director human resources
About AAO:
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.
position summary:
The Human Resources & Governance Administrative Coordinator provides support across HR functions and delivers high-level administrative assistance to organizational leadership. This role ensures smooth payroll processing, HR compliance, and employee support while maintaining key organizational calendars, supporting member-led committees, and assisting the CEO and Board Officers.
Key Responsibilities
Payroll & HR Administration
Process bi-weekly payroll accurately and ensure compliance with federal, state, and local laws.
Maintain payroll records and respond to employee inquiries.
Support compliance with wage and hour regulations.
Employee Relations & Engagement
Assist with employee communications, recognition programs, and engagement initiatives.
Recruitment & Onboarding
Post job openings, screen candidates, and coordinate interviews.
Prepare new hire documentation and support onboarding.
Maintain the applicant tracking system and recruitment files.
HR Records & Compliance
Maintain accurate HRIS and personnel files.
Assist with support compliance reporting and audits (EEO, ACA, FMLA, etc.).
Benefits & General HR Support
Assist with benefits administration and open enrollment.
Provide general administrative support to the HR team.
Calendar & Meeting Coordination
Manage organizational calendars, including staff time off, meeting room reservations, and Board of Trustees schedules.
Maintain the Trustee Travel & Meeting Schedule and Master Meeting Calendar.
Council & Committee Support
Update member databases and email lists annually.
Maintain council and committee webpages.
Attend meetings, prepare minutes, and support subcommittee work.
Coordinate logistics for in-person meetings and special projects.
Board of Trustees & Executive Support
Prepare agendas, take minutes, and track action items for quarterly Board meetings.
Coordinate travel and meeting registrations for the CEO and Board Officers.
Process CEO travel expenses in partnership with accounting team
Education and/or Experience:
•Bachelor’s degree in human resources, Business Administration, or related field preferred. Equivalent combination of education and work experience will be considered.
•1–3 years of HR and/or payroll experience preferred.
•Prior experience in an association or nonprofit environment a plus.
Skills and Attributes:
Skills :
•Strong attention to detail and organizational skills.
•Excellent written and verbal communication skills.
•Proficiency in Microsoft Office Suite; experience with HRIS/payroll systems a plus.
Attributes :
•Ability to handle confidential information with integrity.
•Proactive, adaptable, and willing to learn new responsibilities.
•Team-oriented with strong customer service orientation.
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
Medical, Dental, and Vision Coverage
Hybrid Workplace – 16 hours a week in office
HRA and FSA
Vacation and Sick time, volunteer day, personal days, paid holidays, summer Fridays
Short and Long-Term Disability Income
Term Life and AD&D Insurance
Employee Assistance Program
Wellness support
Tuition Reimbursement
Seniority level
Seniority level Entry level
Employment type
Employment type Full-time
Job function
Job function Human Resources
Industries Hospitals and Health Care
#J-18808-Ljbffr