Administrative Specialist

Start Date:

July 2026

Job Purpose:

Reporting to the Chief Education and Science Officer (CESO) this individual will support the CESO and assist with day-to-day operational activities within the ASRM Education Department.

Essential Duties and Responsibilities:

• Manage the schedule of the CESO, including, but not limited to, arranging phone calls, setting appointments, making travel arrangements, meetings, and taking minutes for CESO-led meetings as needed.
• Serve as the department point person related to managing and coding department expenses, including CESO monthly expense reports and travel reimbursements. Engage with the Accounting department as needed.
• Assist the CESO in developing Education Department Board of Director reports and presentations, as needed.

Participate yearly in the on-site ASRM Scientific Congress and weekend program, including, but not limited to, developing pre-conference reports, letters, and presentations, and fulfilling on-site responsibilities as assigned by the CESO. Help review marketing content for spelling, formatting, punctuation, syntax, style, and theme to produce publication-ready content, as well as serving as the point person for ed department promotional materials, programming swag, etc. Serve as a point of contact for International Partner Societies. Represent the office of the CESO (e.g. schedule and attend meetings as needed, facilitate annual reception, etc)

• Schedule Education Department and Research Institute staff meetings and facilitate agenda development and minutes dissemination.

Under the direction of the

Continuing Education Manager:

Help coordinate and administer Continuing Medical Education (CME) activities, including the preparation, submission, and tracking of CME credit applications. Maintain organized records and documentation and track/monitor deadlines for CME activities and compliance requirements, as assigned. Provide administrative support for CME committee meetings (2 times per year). Coordinate, in collaboration with the CME Manager, accreditation requirements and credit reporting for regional/focal meetings. Maintain CME activity records (for online, on demand and in-person programming) in PARS and support annual reporting processes for accrediting agencies. Assist with managing CME operations during the annual meeting (e.g., badge scanning, etc.)

Required Skills/Abilities:

Excellent verbal and written communication skills required. Ability to work with budgets, receipts, and expense reports required. Proficient in Microsoft Office Suite, Adobe, and/or related software. Must have good organizational skills and attention to detail, must be customer service oriented. Self-starter with the ability to work independently and in a team environment a must. Experience with report writing, copy editing, data and information compilation, and presentation preparation. Ability to multitask and prioritize and must be flexible and adaptable. Critical thinking is a must. Ability to work with a busy Chief Officer with frequent deadlines required.

Qualifications:

• Bachelor's degree with two years' experience required; Additional years of direct experience may be considered in lieu of degree.

Location:

ASRM Office, Birmingham, Alabama Job Context :

Office Setting, no environmental or job hazards; minimal travel required; may require occasional evening and weekend work. About ASRM For nearly a century, the American Society for Reproductive Medicine (ASRM) has been the global leader in multidisciplinary reproductive medicine research, ethical practice, and education. ASRM impacts reproductive care and science worldwide by creating funding opportunities for advancing reproduction research and discovery, providing evidence-based education and public health information, and advocating for reproductive health care professionals and the patients they serve. With members in over 100 countries, the Society is headquartered in Washington, DC, with additional operations in Birmingham, AL. For more information, visit www.asrm.org . ASRM offers a pleasant working environment and a competitive salary and benefits package.

Pay:

$45,500.00 - $57,700.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Parental leave Professional development assistance Retirement plan Tuition reimbursement Vision insurance

Work Location:

In person