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Program Associate

DentaQuest Foundation
Job Title: Program Associate
Job Type:
Job Search Ends:
January 13th, 2018
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The Coordinator of Administration is responsible for coordinating all aspects of the DentaQuest Foundation and Impact Organization convening logistics, Impact Organization operational finances, and office management. This position will align and work closely with the Manager of Programs and Operations, the Grants Team, and consultants to successfully administer and coordinate quality Foundation events, finance, and office programs and projects.




 Convening Logistics

This position will provide coordinator and administrative support for the DentaQuest Foundation and Impact Organization convenings by working closely with Foundation team members and consultants. This position will deliver optimum productivity, alignment, and smooth functioning of all assignments within time constraints to assure that deadlines are met. Responsibilities include, but are not limited to;

  • Coordinating event and meeting logistics and research
  • Managing hotel contracts and room blocks
  • Scheduling food and meals
  • Managing relationships with various suppliers and vendors, including GANT and others
  • Working closely with staff and consultants, including the Grants Coordinator, IISC, and the Communications Specialist, to effectively coordinate and communicate all events
  • Creating and handling event registration tools, and proposing new tools as needed
  • Managing each event budget and finances, including venue fees and contracts, participant expense reimbursements, materials, and other planned items
  • Assisting with materials planning and scheduling
  • Coordinating shipping and mailing needs
  • Providing analysis to assist with budgeting, finances, and event planning
  • Updating travel policy and providing updates to staff and constituents
  • Providing timely coordination with Grants Team members on-site
  • Managing other event related items as needed



This position will accurately organize, coordinate, and track all Impact Organization expenses and act as the point person for Accounts Payable and will work closely with the Manager of Programs and Operations on all finance matters. Responsibilities include, but are not limited to;

  • Organizing and processing all Impact Organization invoices, expenses, and payments
  • Tracking all expenses and assisting with Foundation budgeting, matching to general ledger reports, and consultant contracts
  • Acting as the point person with Accounts Payable and working with finance representatives
  • Producing and coordinating finance related communications for staff and consultants
  • Providing audit support during annual audit process
  • Managing Foundation memberships and dues
  • Maintaining quality and accurate finance records and assisting with troubleshooting in timely manner


Office Management

This position is responsible for the daily office management of the Impact Organization. This includes, but is not limited to;

  • Organizing the Impact Organization space and materials
  • Ordering office supplies for Foundation and staff
  • Managing the general Foundation phone mailbox and email inbox daily
  • Acting as the responsible for record retention policy and business continuity per DSM policies
  • Assisting with general office operations and other policy management


Other Support

This position is responsible for providing quality service and participating in professional development opportunities. This includes, but is not limited to;

  • Providing process and system improvement recommendations and operations
  • Participating in professional development opportunities
  • Adhering to employee requirements
  • Assisting with other duties as requested


133 Federal Street, Suite 802 | Boston, MA 02110
Phone: 617.426.2606 | Fax: 617.426.2849
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