Administrative, Clerical, Support, Customer Service and Support, Development and Foundation
4 Year Degree
Strategic Association Management (SAM) is an association management company (AMC) serving a diverse array of clientele. An AMC handles the day-to-day operations and provides professional management services for association and non-profit organizations. At SAM, our mission is to provide high-level services to our clients, with a focus on customer service. SAM works with over 17 organizations, which range from local to international in scope. The organizations are trade associations, philanthropic non-profits and professional societies.
The Programs Coordinator position will work directly with one of SAM’s clients, the Capital Area Dental Foundation (CADF).
CADF’s mission is to transform lives in Central Texas with healthy smiles by offering life-changing access to charitable dental care. CADF achieves this by forming strategic partnerships and developing programs that connect volunteer dentists with the people in the community who need dental care most.
This position serves as the connector between the volunteer dentists and the patients in need. The person in this position will assist in handling the day to day operations of the dental programs such as: phone calls and emails related to case management, database entries and reporting, volunteer recruitment/retention, committee meetings, etc.
If you are seeking a fulfilling role that will give you the opportunity to change the lives of people in need, as well as provide opportunities for others to give back to our community, this is the position for you.
The focus of this job is on producing high quality detailed work based on established standards guidelines and procedures. Precise consistent work output is essential requiring patience and a willingness to handle and complete one task at a time. The job environment is stable, based on known relationships with people and well-defined processes. Job knowledge and competency is built through structured step-by-step training and positive, supportive coaching from management and peers.
Communication with others is based on knowledge of repetitive job routines and procedures gained from sufficient on the job experience. Consistent, error free work based on defined regulations and standards are key measures of job performance success. The job environment promotes steady, methodical work output so that job routines can be completed on time and error-free.
Essential Responsibilities and Duties include the following. Other duties may be assigned.
Coordinate CADF programs and case management efforts and services. Duties include:
Serve as the primary case manager for the Capital Area Dental Foundation programs
Supervise the management of the patients through the treatment process from intake to completion
Connect the patients in need to the appropriate volunteer dental provider
Be in consistent communication with the volunteer dentists and their office staff. Ensure they are educated on the programs and are following the policies and procedures
Identify new programs as opportunities and ideas arise
Be proactive about strengthening strategic community relationships
Support in database and reporting services. Duties include:
Maintain program database(s)
Input of claims, referrals, and other needed information into the database(s) in a timely and efficient manner
Prepare program reports as required through the database and/or Microsoft Excel
CADF partner relations. Duties include:
Develop meaningful relationships with CADF volunteers
Ensure consistent and clear communications to CADF partners
Provide support to committees and work to develop / implement committee ideas and strategies
Attend meetings as necessary with CADF staff/board members and partner staff/board members
Support in provider retention and recruitment. Duties include:
Educate new providers and their staff consistently. Utilize email, volunteer packets, phone calls, video trainings, in person meetings
Ensure that all dental providers (old and new volunteers) feel appreciated and valued to the organization through personalized recognition, event partnerships, staff appreciation, quality time investments
Provide assistance and necessary information to be able to gain more volunteers
Support in events coordination. Duties include:
Work closely with ED, Programs and Events Manager, and partners on securing dental events for our volunteers to participate in
Help facilitate strategic relationships and partnerships with community leaders, organizations, and funders
Assist in planning, coordinating, and executing events
Maintain donated care records, patient information, and volunteer involvement
Ensure continued care for patients after events
Provide feedback and periodic reports to CADF partners
Proactively handle any arising issues and troubleshoot any emerging problems on the event day
Assist with pre and post event evaluations and report on outcomes
Support in coordination of meetings and volunteers. Duties include:
Assist in creating agendas, minutes and other materials for all Board, Executive Committee, and Access to Care Committee meetings
Meet via phone with Access to Care Committee Chairman bi-monthly to discuss key items relating to programs, committee agendas, and the organization overall
Support in coordination of communications and development services. Duties include:
Collect and provide impactful quotes or stories to communications and development staff
Assist with the patient spotlight video
Work closely with Executive Director on growing financial support for events and programs
To apply, please provide a letter of interest, current résumé and salary history by email to: firstname.lastname@example.org. Also, in order to apply for this position, you must fill out a brief assessment. To access the assessment, please paste this link in your browser: https://assess.predictiveindex.com/kp2. Information will be accepted until position is filled.
Minimum Job Requirements:
Bachelor’s Degree in Human Services or related field with 2+ years in nonprofit case management or programs coordination
Database management, specifically knowledge of FileMaker Pro
Advanced knowledge of Microsoft Word and Excel
Outstanding in-person, phone and email communication skills
Experience/Knowledge related to working in the health and/or dental field preferred
Comfort working with a diverse patient population
Ability to manage time efficiently and prioritize tasks
High attention to detail with ability to demonstrate sound judgment
Self-driven and flexible to change
Experience with Mac OS
Bilingual in Spanish-English preferred
About Strategic Association Management
Strategic Association Management offers you a team of executive, administrative and creative professionals to perform all the duties needed to run your association or non-profit.
Our services include strategic planning, fundraising, communications, marketing, advocacy, event production, financial management and membership management. Some clients want us to take care of everything; others prefer help in just a few areas. SAM takes care of the practical details of running an organization which increases the board's efficiency and allows them to spend more of their time being advocates and ambassadors for the mission of the association.