Administrative Coordinator

This position is located in our main office in St. Louis, Missouri, but it is eligible for a hybrid schedule (up to 2 remote work days per week) in accordance with AOA's telecommuting policy.

Looking for a role that offers the perfect blend of details, organization and purpose? The Administrative Coordinator for the Accreditation Council on Optometric Education (ACOE) ensures processes are executed efficiently by coordinating travel logistics, billing, and accreditation data. If you’re detail-driven and passionate about supporting high standards that ultimately improve patient care, this is your chance to make a meaningful impact in a mission-driven organization.

PURPOSE

As the Administrative Coordinator, you will play a critical role in supporting the Accreditation Council on Optometric Education (ACOE). You’ll coordinate logistics behind site visits and council meetings, prepare billing and reimbursements, maintain accreditation data, and ensure accurate recordkeeping.

KEY RESPONSIBILITIES

• Provides comprehensive administrative support to ACOE staff, volunteers, and site visit consultants.
• Coordinates travel arrangements and expense reporting for ACOE site visits and council meetings, including processing variances and approvals.
• Serves as primary point of contact for expense report processing; prepares reports for approval, audits reimbursement requests and helps resolves discrepancies  
• Proofreads documents and communication and prepares bulk email communications as needed
• Maintains and updates ACOE databases, generates reports, and other documents utilizing data
• Manages incoming email, mail and phone inquiries for ACOE, routing requests to the appropriate ACOE staff as necessary.
• Coordinates billing and payments for ACOE annual fees and site visit expenses and supports year-end accounting procedures.
• Distributes evaluation forms and other materials in advance of meetings, visits, etc.
• Maintains and purges files in compliance with ACOE File Retention Guidelines.
• Identifies and recommends improvements to existing systems and processes.

OUR IDEAL CANDIDATE

• 3+ years experience in administrative coordinator or support roles
• Hands-on experience with basic bookkeeping required
• Project coordination skills with a methodical and timely approach
• Strong organizational skills and attention to detail
• Clear and professional communication skills, both written and verbal
• Ability to work independently, managing workload and balancing priorities
• Takes initiative to ask questions and deepen knowledge
• Proficiency with Microsoft Access (or similar platform) for data entry and reporting
• Basic working knowledge of Microsoft Outlook, Word, and Excel. Experience with Teams and SharePoint are a plus.
• Commitment to mission-driven work and collaboration with staff and volunteers