Coordinator

Organization Overview

The American Board of Oral and Maxillofacial Surgery (ABOMS) is a non-profit certifying board dedicated to ensuring that our nearly 6,000 Diplomates meet the highest standards of training, education, and professionalism through our certification process. ABOMS provides contemporary and innovative programs that promote optimal care and service to the public. We are committed to maintaining the highest standards in our field through rigorous certification processes and ongoing professional development initiatives.

Position Summary

The Coordinator of Certification Programs serves as a key member of the Certification team carrying out programs under the certification lifecycle, with particular emphasis on the Oral Certifying Exam (OCE) and Certification Maintenance (CM) programs. The position requires exceptional organizational skills to oversee complex schedules, maintenance strategies, and the systematic coordination of multiple high-priority projects. The ideal candidate has working knowledge of certification programs or non-profit educational program development.

Key Responsibilities

Oral Certifying Exam (OCE)

• Collaborate with the team, program chairs and section leaders to lead elements of the Oral Certifying Exam (OCE), including, the creation/review of examination clinical cases.
• Coordinate various test site logistics and assist with candidate scheduling.
• Assist with Examiner selection process, ensuring applications are complete and coordinating communication efforts.
• Oversee the Examiner Mentor/Mentee Program.

Certification Maintenance (CM) and Credentialing Activities

• Administer the annual Certification Maintenance (CM) process, including overseeing the regular operations, correspondence, and maintenance of module materials and Diplomate records.
• Serve as team liaison to the Certification Committee and facilitate creation of new modules for the database, managing the development of article reviews and clinical case scenarios.
• Ensure CM activities are completed in database; review reports and documentation; and assist with Diplomate questions and requests.
• Conduct audits of the CM program and database to track database inventory, maintain timely modules and resolve inconsistencies.
• Support Board certification credentialing activities, including Diplomate audits, appeals documentation, and policy development.
• Collaborate with team members to maintain the Exam Prep Portal (EPP).
• Assist with the certification application process.

Exam Development and Item Writing

• Coordinate logistics and scheduling for exam development activities, including SME meetings, item writing sessions, and review panels, ensuring alignment with project timelines and editorial workflows.
• Track and coordinate documentation related to item and exam development processes.
• Provide administrative and technical support during exam development meetings, including preparing agendas, taking detailed notes, and assisting with testing software or platforms used by SMEs.
• Assist in the preparation and distribution of communications and materials for SMEs, committees, and stakeholders, including onboarding resources, workshop content, and post-exam reports.

Meeting Logistics and Additional Roles

• Collaborate with the team to carry out organizational events logistics, including the Annual Gala and OCE.
• Conduct post-event evaluations to identify opportunities for future event enhancement.
• Communicate with the Board and committees, which can include scheduling meetings and managing projects.
• Other duties as assigned to support organizational objectives and operational needs.

Required Qualifications

Education and Experience

• Bachelor's degree in business, communications, non-profit management or related field required.
• Two or more years of experience in non-profit project management within a certification or education role.
• Experience with association management systems (AMS), learning management systems (LMS) or customer relationship management (CRM) databases, is preferred.

Skills and Competencies

• Organizational and project management skills; ability to effectively multitask.
• Attention to detail with ability to maintain confidentiality and manage sensitive information.
• Expert-level proficiency in English usage, grammar, spelling, punctuation, and vocabulary with superior writing, proofreading, and editing capabilities.
• Strong interpersonal skills; Cross-functional team collaboration.
• Proficient in Microsoft Office Suite, including Teams, Excel and PowerPoint. Proficiency in project management system highly desirable.

Personal Attributes

• Strategic thinker with strong analytical and problem-solving abilities.
• High degree of integrity and professional discretion.
• Adaptability and resilience in a dynamic environment.
• Commitment to the organization's mission and values.
• Self-motivated with ability to work independently and prioritize effectively.
• Maintains a strong working knowledge of best practices in association management.

Work Environment

• Full-time, exempt, management position with standard business hours and occasional evening/weekend work for events.
• Travel requirement for OCE, Annual Meeting, conferences, site visits and stakeholder events (approximately 25-30%).
• Hybrid work environment (three days/week in office) with flexibility for remote work two days/week.
• Fast-paced environment requiring the ability to manage competing priorities and tight deadlines.

Compensation and Benefits

• Competitive salary commensurate with experience.
• Comprehensive benefits package including health, dental, vision, short- and long-term disability, retirement and PTO.
• Professional development opportunities.

Application Process

Interested candidates should submit a cover letter, resume, and three professional references to [email protected]. Please include "Coordinator of Certification Programs" in the subject line.

ABOMS is an equal opportunity employer committed to diversity and inclusion in the workplace.

Job Type: Full-time

Projected Total Compensation: $62,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: Hybrid remote in Chicago, IL 60631