Operations Specialist

POSITION SUMMARY

Under the guidance of the Manager, Operations, The Learning Department (LD) Operations Specialist 3 provides principal support for approximately 40-50 volunteer meetings sponsored by the department, specifically in the scheduling and logistical support of volunteer meetings, and project management of meeting planning process. This position also supports the department staff in operational processes including but not limited to financial management, budgeting, vendor payments, expense reimbursements, and other duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Meetings

• Manages the scheduling of volunteer meetings across the Learning Department.
• Supports the preparation of departmental documents and meeting materials for volunteer group meetings in preparation for in-person and virtual meetings.
• Manages the process of meeting planning and project management.
• Assists in the coordination and the production of post-meeting materials such as meetings, notes, and task lists to completion.
• Provides guidance on schedule and project management for meeting minutes, meeting notebooks, and similar meeting requirements.
• Assists with scheduling significant internal meetings for department as well as cross-departmental meetings.
• Coordinates with additional meetings staff (internal and cross-departmental) to oversee completion of meeting scheduling.

Other Operations and Finance

• Assists in the development of the department budget, reviews monthly financial statements, prepares quarterly budget projections, and addresses requests from Finance during the audit process.
• Processes department invoices and reimbursement requests.
• Assists with vendor communication, payment, and procurement for Department activities.
• Develops expertise in the financial and contractual administration of grant funded projects.
• Prepares, reviews, and maintains department standard operating procedures
• Maintains department compliance with ASH administrative policies (travel, document retention, etc.)
• Regularly reviews and coordinates updates to the webpages related to the department’s initiatives.

QUALIFICATIONS, KNOWLEDGE SKILL REQUIRED (Minimum education and experience needed to perform the job adequately):

• Bachelor's degree required, or equivalent experience
• Minimum of 3 years of administration, operations, or project management experience
• Strong orientation to the use of technology and process improvement.
• Comfortable learning online systems for budgeting, project management, and other administrative functions
• Detail orientation, with excellent organizational and follow-through skills
• Excellent oral and written communication skills
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint
• Experience in handling confidential information
• Customer service experience or prior work with a membership organization strongly preferred
• Certification or coursework in project management preferred
• Prior experience in a not-for-profit environment preferred

PHYSICAL REQUIREMENTS

• Requires ability to effectively communicate and listen actively.
• Requires ability to use computers, telephones, and other office equipment.
• Requires periodic out-of-town travel and attendance at ASH-sponsored meetings and events outside of normal working hours (evenings and/or weekends).

The American Society for Hematology (ASH) is dedicated to cultivating a workplace that prioritizes fairness, respect, and equal opportunity for all employees. We maintain a strict non-discrimination policy and are committed to treating each other with dignity, regardless of race, color, sex, religion, age, sexual orientation, gender identity or expression, national origin, disability, genetic information, pregnancy, veteran status, or any other characteristic that is protected by federal, state, or local laws. Our goal is to foster an inclusive environment where everyone can thrive, contribute, and achieve their full potential.