The American Dental Education Association (ADEA) is seeking to add an experienced Business Manager in the Office of Strategic Events and Engagement.

The Business Manager plays a key administrative and operation role within the Strategic Events and Engagement (SEE) department, supporting three core functions: contract management, invoice coding and processing, and budget coordination. This trusted position is essential to maintaining the department’s operational efficiency and financial integrity. The ideal candidate demonstrates strong organizational skills, attention to detail, and the ability to work both independently and collaboratively.

The Business Manager serves as the department’s primary user of DocuSign, managing the end-to-end processing of over 100 contracts annually and ensuring all required internal approvals and documentation are complete. The Business Manager also provides weekly updates to the SEE Chief on the status of contracts and invoices. This individual also gathers relevant documents for the finance department in preparation for the financial audits. This position requires a high level of discretion, initiative, and dependability. The ideal candidate is inquisitive, proactive, and thrives in both independent and team settings and can deliver smooth operation of contract and budget support.

Primary Responsibilities

Contract Management

• Manages the contract processing workflow: (a) contracts are negotiated and drafted by the meetings manager; (b) contract documents are sent to the business manager to process for signature and to request deposit payment; (c) business manager prepares contract cover and uploads cover and contract into DocuSign and enters signature route; (d) returns fully executed signed contract to meetings manager and to finance department; (e) adds fully executed contract into the department’s contract file.
• Collaborates with meeting managers to complete contract covers for each contract. Contract cover must include accurate budget coding and statement regarding the impact of the contract expense on the event budget (ex. within budget, exceeds budget, unbudgeted expense).
• Serve as the department’s DocuSign power user, ensuring the accurate and timely execution of 100+ contracts annually. The Business Manager will process all department contracts through DocuSign to secure all internal signature approvals and, on occasion, secure external signature approvals from contracted parties.
• Verify all required contract elements are included prior to DocuSign processing: contract covers, completed W-9 forms, contract exhibits or addendums when applicable, initialed and dated pages, countersignatures, correct contract templates are used with the approved signature blocks.  
• Maintain SEE’s file of fully executed active contracts and addendums. Archive expired documents.  Ensure the finance department and the SEE manager receive copies of fully executed contracts.
• File all fully executed contracts within the department. Ensure that the finance department has a copy of all fully executed contracts.
• Track the progress of contracts for signature and review same with the SEE Chief or his/her designee each week.

Invoice Management

• Manage weekly process to collect from the SEE team any invoices that need processing.
• Process the department’s invoice batch each week.  This includes uploading invoices into Anybill, entering individual transaction for each budget code allocation, and setting the approval route. Return to requestor any invoices with insufficient information.
• Create vendor profiles for new vendors as needed and ensure each new vendor has submitted both a signed W-9 and vendor payment preference.
• Researching the status of any payments as requested by the SEE team or vendors.
• Monitor and track the progress of invoices for payment and review the same with the SEE Chief or his/her designee each week.
• Submit monthly expense reports on behalf of the SEE Chief, and both Vice Presidents and ensure all required expense receipts are included with the reports.

Budget Assistance

• Create custom Excel templates (“containers”) for each of SEE’s 15 budgets and a linked roll-up summary sheet. This requires advanced Excel experience with the ability to create internal and external hyperlinks, create formulas, and create conditional formatting. The Business Manager will not create a budget but rather the Excel templates that hold the budget figures.
• Train and coach SEE staff on the use of the sheet during the budget drafting process.
• Create budget roll-up Excel template that provides a “roll-up summary” of each budget based on links to summary fields within the other 14 budget templates.
• Review the individual budgets with the other department managers with budget management responsibility to ensure accurate capture of budget figures.   
• Duties within the SEE department.
• Provide occasionally administrative assistance to the SEE department Vice Presidents (e.g., scheduling meetings, meeting notes, etc.)
• Support on-site operations and other duties as assigned during the ADEA Annual Session & Exhibition—an all-hands, in-person event.
• Perform other duties as assigned to support the smooth operation of the SEE department.

Qualifications

• Bachelor’s degree is required (or equivalent experience).
• At least five years of relevant work experience (or 3 years with a master’s degree).
• Advanced proficiency with Microsoft Office Suite, especially Excel. Smartsheet experience preferred.
• Experience with association management and event management software preferred.
• Proven ability to work both tactically and strategically, with strong communication and collaboration skills.
• Superior writing and verbal communication skills, with the ability to compose, edit, and proof materials clearly and professionally.
• Exceptional attention to detail in all aspects of work, including documentation, editing, and recordkeeping.
• Strong organizational skills, including the ability to establish priorities and meet multiple deadlines.
• Strong project management skills are essential with the ability to evaluate and prioritize issues, manage multiple high-level tasks across ADEA divisions, and consistently meet deadlines with precision and attention detail.
• Excellent interpersonal skills, with strong focus on collaboration and teamwork.
• Demonstrated tact and diplomacy, with the ability to interact effectively across all levels of the organization, including senior leadership, ADEA Board members and volunteer leaders.
• Ability to remain positive and productive in fast-paced or high-pressure situations while balancing multiple competing priorities.
• Professional discretion and sound judgment, especially when handling confidential or sensitive information.
• Outstanding people and customer service skills, including the ability to deal effectively with internal staff, members, and external vendors.
• Willingness to travel occasionally and work non-standard hours, including weekends, when needed.  
• Ability to work at ADEA’s DC office on a hybrid basis and as needed. The current hybrid schedule is four days per week onsite at DC office, Monday through Thursday and can work from home on Fridays.

This position's salary range is $72,000 to $81,000. 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. 

About American Dental Education Association (ADEA)

Who We Are The Voice of Dental Education® The Voice of Oral Health EducationTM As The Voice of Oral Health Education, ADEA is the sole national organization representing 65,000+ oral health faculty, staff, administrators, student, residents, and fellows. Our members include all 87 U.S. and Canadian dental schools, more than 800 allied and advanced dental education programs, more than 50 corporations and approximately 15,000 individuals. Our activities encompass a wide range of research, advocacy, faculty and leadership development, meetings, news and publications, including the peer-reviewed Journal of Dental Education. We also offer the dental education application services ADEA AADSAS®, ADEA PASS®, ADEA DHCAS® and ADEA CAAPID®. ADEA also fosters interconnected community experiences that enable members to meet their individual goals while leveraging their collective strength. Dental education is a broad and varied profession that trains people as general dentists, specialists, dental hygienists, dental therapists, dental assistants and dental laboratory technicians. ADEA membership mirrors this diversity. ADEA members determine best practices for dental education and encour...age changes in dental education programs and institutions that will benefit everyone. ADEA members come together to advocate effectively for public policy issues essential to dental educators and researchers, especially access to dental care, a necessary element to improved oral health. Since its founding as The Voice of Oral Health Education, ADEA has existed to serve the students wondering how to become a dentist, the hardworking educator training the dental professionals of the future and those striving for scientific or public policy improvements in oral health care. ADEA is incorporated as a District of Columbia nonprofit corporation and as such is subject to the District of Columbia Nonprofit Corporation Code. As established by its Articles of Incorporation, the purpose of the Association is to advance and support dental education, dental research and the dental health and education of the general public. Vision Good oral health and a well-prepared and inclusive oral health workforce are integral to advancing overall health and well-being. Mission To develop an inclusive, future-ready oral health workforce prepared to improve the health of all people and communities through leadership, education and collaboration.

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