Senior Associate, Program Administration

The Senior Associate, Program Administration plays a vital support role across ACPA's educational meetings, healthcare and member-related programs, and operational functions. This position is ideal for a detail-oriented early-career professional with 1-3 years of administrative or program coordination experience who is eager to thrive within a mission-driven healthcare association. ACPA is powered by a passionate team of individuals who look out for one another, impacting care at a global scale. The Senior Associate will take ownership of a defined portfolio of operational and logistical tasks that span conference programming, abstract management, education, scholarship administration, membership support, and day-to-day operations. This individual must be skilled in project management, possess the ability to work on multiple projects simultaneously, have excellent interpersonal and customer service skills, pay concise attention to detail, and a team mentality. Key Responsibilities In-Person Annual Meeting, and Online Education (40%) Review and test abstract submission forms in abstract management software (Planstone) for all categories prior to the 'Call for Abstracts' opening. Perform manual quality checks of abstract review assignments, monitor reviewer completion and send reminders to ensure assignments are finished on schedule. Assist in management of accepted presentations and abstract management software, including reviewing and identifying conflicts. Collect invited session information and presenter disclosures from ASCFS for the co-located meeting; enter invited session details into the meeting container in abstract management software. Assist keynote speakers with housing form completion, meeting registration, and other logistical needs as they arise. Assist in invitations and tracking of responses for session chairs, other session chair coordination as needed Conduct thorough reviews of session content during each round of the Annual Meeting's program book edits, checking for accuracy, consistency, and completeness. Ensure all disclosures are properly submitted by speakers and committee members across all educational programs. Create and manage webinar presentation recordings in Planstone. Other online educational administration as needed to ensure compliance with ACPA's accredited continuing education policies Oversee setup and management of Annual Meeting registration system in AMS; Oversee publishing of the schedule-at-a-glance and recorded session listings to the ACPA website. Produce and distribute weekly registration dashboards to relevant staff. Respond to all registration-related inquiries in a timely and professional manner. Coordinate the shipping of Annual Meeting supplies, ensuring timely delivery to the meeting location; Research, order, and track registration giveaway items (tote bags, notebooks, lanyards, ribbons, etc.). Member Programs and Operations - 20% Support ACPA's committees, serving as staff liaison to multiple committees, and coordinate Special Interest Group (SIG) meetings. Serve as the primary responder for ACPA's email inboxes, including the general information, membership, and Annual Meeting inquiry email folders.; as well as occasional phone inquiries. Process and fulfill all online store orders; maintain sufficient inventory and shipping supplies; reorder stock as needed through established vendors. Send relevant membership mailings such as "Milestone Membership" awards to applicable members. Payment and Donation Processing - 10% Process donations received online, by mail and direct deposit. Reconcile transactions in Excel for finance staff monthly. Process payments for ACPA's programmatic areas including membership, Teams, meeting registration, and sponsorships. Send acknowledgement letters to donors as needed. Team Approval Program - 20% Cross-reference team listing information in audit submissions against records in Neon; update Neon and the ACPA website as needed to ensure accuracy. Track payment status of team applications and audit submissions, answer payment and technical inquiries, follow up on outstanding submissions and required edits. Attend and provide support for 2-3 annual evening Commission review meetings virtually. Awards & Scholarships - 10% Manage call for submissions for professional scholarships and awards, and college scholarships program. Manage selection panels and serve as committee liaison. Location and Team ACPA is a fully remote organization with productivity, results, and wellbeing in mind. Candidates in the Raleigh/Durham/Chapel Hill area are invited to apply, as well as those living in Eastern & Central time zones. ACPA has a small, collaborative staff team of bright and talented individuals who work closely together, with a constant focus on enjoying what we do. ACPA is headquartered in Chapel Hill, NC. What We Offer A collaborative, mission-focused team environment dedicated to improving the lives of individuals with cleft and craniofacial conditions. Exposure to diverse programmatic areas, from conference management to scholarship programs to patient education. Mentorship and cross-training opportunities that build a strong foundation for a career in nonprofit program management. Up to 100% company paid individual medical, dental and vision insurance coverage. 401(k) plan with automatic company contribution. Professional development time off and reimbursement when possible. FSA, wellness benefits, office equipment stipend, volunteer time off, and more. Generous paid time off policy, paid parental leave, and a very flexible work environment. What You Bring 1-3 years of experience in program coordination, administrative support, or a related role, preferably in a nonprofit, association, or healthcare setting. Strong organizational skills with an ability to manage multiple concurrent deadlines across varied programs. High attention to detail, particularly for data entry, quality review, and cross-system verification tasks. Proficiency with Microsoft Office Suite (Word, Excel, Outlook); comfort learning new platforms and databases quickly. Clear, professional written communication skills for email correspondence with members, volunteers, and vendors. Collaborative, team-oriented work style with a proactive, problem-solving approach. Experience with association management systems (Neon or similar) or conference management platforms (Planstone or similar). Familiarity with Zoom, Reviewr, Alchemer, or other event and AMS tools. Interest in healthcare, medical education, or patient advocacy. Ability for occasional travel, less than 10%. Strong business and interpersonal writing skills. Commitment to and belief in ACPA's mission. Application Information Please submit your resume, and include salary requirements in a brief cover letter.