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Coordinator, Legal & Advocacy

American Association of Orthodontists - the AAO • Full-time • United States • 4w ago

Position Title: Coordinator, AAO Legal and Advocacy

Department: Legal

FLSA Status: Non-Exempt Status: Full-Time

Reports To: AAO Advocacy Manager

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:

Provides the Legal and Advocacy Department with all necessary administrative and legal support.

Essential Functions:

Provide comprehensive administrative and clerical support to the Vice President, Advocacy, General Counsel, and the Legal and Advocacy Department. Responsibilities include:
- Document preparation and editing
- Calendar management and meeting scheduling
- Travel and expense reporting
- Invoice coding
- Member communications
- Coordination of conference calls and meetings
- Tracking legal contracts and filings
Manage the administration of the ethics complaint process.
Oversee administrative operations for the AAO Political Action Committee (AAOPAC), including:
- Processing member contributions and campaign disbursements
- Preparing compliance reports for the Federal Election Commission (FEC)
- Monthly reporting to the AAOPAC Board
- Generating thank-you letters and distributing contributor gifts
- Managing credit card transactions for contributors
- Preparing financial reports for the Accounting Department
- Responding to contribution-related information requests
Serve as primary point of contact for telephone and written communications with AAO members, including handling sensitive topics such as ethics complaints and legal inquiries.
Assist with coordination of meetings and calls for the Council on Government Advocacy (COGA) and the AAOPAC Board:
- Prepare minutes, Board of Trustees (BOT) reports, and House of Delegates (HOD) reports
- Participate in meetings that may occur at nights or weekends
Support planning and execution of the annual AAO Professional Advocacy Conference in Washington, D.C.
Provide staff support for the AAO Board of Trustees and House of Delegates.
Assist with planning, logistics, and registration for Legal and Advocacy Department events and conferences.
Manage inventory and distribution of printed materials, brochures, and promotional collateral for Legal, Advocacy, and AAOPAC events.
Provide logistical support for the National Advocacy Network, including communication and resource coordination for member advocates.
Collaborate with the Grassroots and Digital Advocacy Specialist to maintain and update the Legal and Advocacy website and shared folders.
Support timely editing, formatting, and review of Legal and Advocacy documents and resources.

Education and/or Experience:

Bachelor’s degree or the equivalent in education and experience with emphasis on business and legal studies. Paralegal certificate preferred.
3-5 years’ experience in a business/legal office environment with administrative duties.

Knowledge, Skills and Abilities:

Advanced Technical Proficiency: Proficient in Microsoft Word and Excel (intermediate to expert level), with strong editing, proofreading, and document formatting skills; open to utilizing AI tools (e.g., ChatGPT) for continuous improvement.
Communication & Collaboration: Demonstrates excellent oral and written communication skills, can follow verbal and written instructions effectively, and collaborates professionally with internal teams and external stakeholders, including AAO members.
Professionalism & Confidentiality: Highly skilled in handling sensitive and confidential information with discretion, especially in member-facing and politically sensitive contexts (e.g., PACs or fundraising software).
Organizational & Multitasking Ability: Exceptionally organized, detail-oriented, and adept at managing multiple priorities and meeting deadlines in a fast-paced environment, with strong time management and follow-through.
Autonomy & Teamwork: Capable of working both independently and as part of a team, providing excellent customer service and support across departments.

Working Conditions and Physical Demands:

Sedentary inside office work with limited exposure to weather conditions. Occasional travel is required, typically at least two trips annually for 4-8 days duration, with the possibility of additional event travel, as requested. Requires ability to lift, pack and unpack boxes of supplies. Requires the ability to be on one’s feet for long periods (10-hour days) during an annual conference at a hotel or convention center facility. Required travel includes AAO Annual Session (approximately 8 days), AAO Professional Advocacy Conference (4 days). Participate in evening virtual meetings each quarter and weekend in-person meetings as needed throughout the year.

Benefits – FT Employees: