Learning Operations Specialist

Job Description

Job Description

POSITION SUMMARY

Under the guidance of the Manager, Learning Operations, the Learning Operations Specialist provides principal support to the Learning department in all phases of operational activity with expertise in financial activity, including but not limited to cross-departmental budgeting, expense reimbursements, award payments, vendor payments, quarterly projections, and monthly budget review, overseeing a net budget of approximately $14.5M across the department. This position also supports the department staff in day-to-day operational processes including but not limited to meeting management, specialized operational tasks, and other duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Financial Management

• Manages budgeting for approximately $14.5M net budget across 3 departments.
• Organizes and manages quarterly projections and documentation, ensuring compliance for finance department, internal tracking, and auditing purposes.
• Manages budgets and projections using Salesforce/Financial force in conjunction with relevant department managers.
• Manages financial activity including expense reimbursements, reconciliations, payment submissions, and budget management across all awards programs in the department portfolio.
• Provides guidance to award managers around budgeting, quarterly projections, and monthly budget reviews.
• Supports processing award payments, researching payment issues/reissues, and gathering ACH and W9 documentation.

Operations

• Supports volunteer group meetings, teleconferences and study sections, both in-person and virtually.
• Liaisons with the Meetings Department on scheduling and logistics.
• Supports the development of minutes, deliverable tracking mechanisms and meeting notebooks/materials.
• Occasional attendance at and/or support of ASH-sponsored meetings and events outside of normal working hours (evenings and/or weekends).
• Performs detailed reviews of public facing program materials and webpages to ensure content accuracy.
• Orders supplies for the department as needed.
• Ensures maintenance of department files.
• Documents and maintains departmental processes and procedures.
• Assists as needed, with development-related department tasks.
• Prepares correspondence as needed/requested.

QUALIFICATIONS, KNOWLEDGE SKILL REQUIRED

• 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.
• May require 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.