Human Resources & Governance Administrative Coordinator at American Association of Orthodontists - the AAO

Creve Coeur, Missouri, United States -

Full Time

Start Date

Immediate

Expiry Date

28 Jan, 26

Salary

0.0

Posted On

30 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Attention To Detail, Organizational Skills, Written Communication, Verbal Communication, Microsoft Office Suite, HRIS, Payroll Systems, Confidentiality, Proactive, Adaptable, Team-Oriented, Customer Service

Industry

Hospitals and Health Care

Description

Job Details Job Location: AAO Home Office - St. Louis, MO Position Type: Full Time Education Level: 2 Year Degree Salary Range: Undisclosed Travel Percentage: Negligible Job Category: Human Resources Description 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. Inclusion & Engagement Committee 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 Qualifications 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 401K retirement plan 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

Responsibilities

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 and assisting the CEO and Board Officers.