POSITION SUMMARY
The Education Programs Specialist plays a key role in supporting the team responsible for developing and delivering the American Society of Hematology’s (ASH) broad portfolio of educational content. This includes live and hybrid learning events such as the ASH Annual Meeting and a range of smaller-format domestic and international educational programs; creating enduring educational materials such as e-learnings; and managing a variety of digital platforms, including a learning management system, podcasts, networking platforms, and the #ASHEducation social media channel to meet the needs of learners. The Specialist works closely with ASH staff, volunteer subject matter experts, and external vendors to plan, implement, and evaluate these activities in a fast-paced environment with multiple, competing deadlines.
This role is responsible for a wide range of day‑to‑day administrative and logistical tasks and requires strong organizational skills, excellent customer service, and a professional, collaborative demeanor when working with physicians, volunteers, members, staff, and vendors. The Specialist also provides primary administrative support to the Manager, Continuing Medical Education (CME), to help ensure ASH’s compliance with Accreditation Council for Continuing Medical Education (ACCME) criteria and related maintenance of certification (MOC) activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES
ASH Educational Meetings
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Provide administrative and logistical support to the Manager, Education Programs, for ASH continuing medical education programs and other educational meetings in the U.S. and internationally.
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Support the speaker invitation process and track required speaker participation agreement forms (e.g., conflict of interest disclosures, speaker guides, copyright licenses).
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Assist in coordinating learning materials and preparing content for mobile applications, websites, and enduring educational materials.
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Communicate professionally and promptly with speakers, volunteer leaders, and vendors regarding timelines, deliverables, logistics, and expectations.
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Travel as needed to support onsite program operations, including speaker support, and participant inquiries.
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Complete follow‑up tasks, including creating and updating speaker expense and honorarium tracking files, maintaining the speaker participation database, and preparing drafts of final reports.
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Help manage multiple programs simultaneously, monitoring deadlines and proactively flagging issues or competing priorities to the Manager, Education Programs.
Sponsorships and Independent Medical Education Grants
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Provide administrative support for the management of sponsored projects and independent medical education (IME) grant programs, including tracking deliverables, timelines, and documentation.
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Help maintain accurate reporting for each grant (e.g., status tracking, activity summaries, and basic budget documentation in coordination with other staff).
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Assist in preparing summary reports for forecasting and reconciliation purposes.
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Establish and maintain detailed work plans, including draft timelines, key milestones, and interdependencies across content development, platform activities, and marketing/promotion.
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Coordinate communications and administrative support with vendors, medical content creators, subject matter expert (SME) volunteers, and staff, including email correspondence, assisting with troubleshooting and issue resolution, and facilitating ongoing collaboration.
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Schedule and participate in regular collaborator meetings; prepare and distribute agendas, notes, and action items in a clear and timely manner.
Committee and Volunteer Support
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Assist in scheduling and organizing conference calls and planning meetings for educational content development with subject matter experts and committee members.
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Support the accurate recording and transcription of meeting minutes, ensuring key points, decisions, and action items are documented and shared appropriately.
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Send timely reminders to committee members and volunteers about upcoming meetings, deadlines, and required materials.
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Provide high‑quality customer service to volunteer leaders and committee members, demonstrating professionalism, discretion, and respect in all interactions.
Learning Management System (LMS)
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Maintain a portfolio of online courses and activities within the LMS, including opening, closing, and updating activities as directed.
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Coordinate with the LMS administrator to ensure proper functioning of the site, timely posting of new content, and implementation of needed improvements for CME‑eligible educational programs.
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Assist with basic content updates and quality checks in the LMS to ensure an accurate and user‑friendly experience for learners.
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Support basic reporting and evaluation activities (e.g., pulling participation or completion reports for staff review).
ACCME Compliance
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Assist with maintaining records and documentation for ASH’s CME activities including those that offer MOC credit, in accordance with Accreditation Council for Continuing Medical Education (ACCME) requirements, American Medical Association (AMA) policies, and American Board of Internal Medicine (ABIM) rules.
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Process CME and MOC credit claims, issue continuing medical education certificates, and resolve and respond to routine participant inquiries about credits and documentation.
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Support the Manager, Continuing Medical Education, by tracking conflict of interest (COI) forms, evaluations, and other compliance documentation for CME‑approved programs.
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Assist with periodic audits and checks of program files to help ensure adherence to COI policies, procedures, and ACCME criteria.
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Monitor and respond to member and participant inquiries in the CME inbox in a timely, courteous, and solutions‑oriented manner, escalating complex questions as needed.
QUALIFICATIONS, KNOWLEDGE SKILL REQUIRED
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Bachelor’s degree required
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At least three years’ experience providing programmatic administrative support, preferably in an association, nonprofit, education, or healthcare setting.
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Demonstrated ability to manage multiple projects and competing priorities in a busy environment, with strong follow‑through and attention to detail.
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Proven ability to multi‑task and stay organized under time pressure, including tracking deadlines across several concurrent programs.
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Excellent oral and written communication skills, with the ability to communicate clearly and professionally with physicians, volunteers, vendors, and colleagues at all levels.
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Strong customer service orientation, including responsiveness, patience, and a proactive, problem‑solving mindset when working with members and external stakeholders.
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Professional, diplomatic demeanor and strong interpersonal skills, with experience building positive working relationships with volunteer leaders and external partners.
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Proficient in Microsoft Office applications, including Word, Excel, and PowerPoint; comfortable learning and working in databases, online platforms, and learning management systems.
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Experience handling confidential and/or sensitive information with discretion.
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Prior experience in a membership or professional association environment preferred.
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Familiarity with the ACCME criteria for the development and delivery of CME programs desired.
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Ability to accommodate occasional travel and flexibility in work hours, especially during high‑volume meeting periods (including some evenings and weekends).
PHYSICAL REQUIREMENTS
Requires ability to speak audibly and listen actively.
Requires ability to use computers, telephones, and other office equipment.
Requires occasional out-of-town travel and attendance at ASH-sponsored meetings and events outside 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.
