Sr Business Operations Coordinator
Sr Business Operations Coordinator
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Job Description
Overview
Since our founding in 1924 weve cut cardiovascular disease deaths in half but there is still so much more to do. To overcome todays biggest health challenges and accelerate this progress we need passionate individuals like you. Join our movement be part of the progress and help ensure a healthier future for all. You matter and so does the impact you can make with us.
The American Heart Association has an excellent opportunity for aSenior Business Operations CoordinatorinPhiladelphia! The Coordinator will be responsible for providing sophisticated administrative support to the markets senior leader the Region SVP Sr. Executive Director Development and Community Health. Administrative support includes handling meeting and travel calendar planning travel preparing documents for meetings with volunteers and sponsors documenting financial activities developing activity and informational reports volunteer relationship management writing newsletters and preparing correspondence completing logistics for meetings and work on projects as assigned.
The Association offers many resources to help you maintain worklife harmonization through your changing needs and life situations. To help you be successful you will have access to Heart U our awardwinning corporate university as well as additional training and support locally.
#TheAHALife is our company culture our way of life reflecting commitment to fostering an inclusive environment our focus on worklife harmonization and our Guiding Values. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn Instagram Facebook X (formerly Twitter) and at heart.jobs.
Responsibilities
Primary responsibilities include:
50 of time is Administrative Support:
- Provides advanced administrative support such as calendar management preparation for meetings tracking expenses and travel coordination for field office leadership.
- Prepares confidential correspondence writes newsletters and other external publications as needed maintains files and handles the offices clerical systems.
- Handle Board of Directors volunteer tracker and yearround data to satisfy the annual Gold Board Standard application.
- Runs donor volunteer and sponsor information; gathers coordinates and runs information and details (e.g. giving; committee/board involvement etc. on key volunteers and donors.
- Processes expenses invoices and supervises other financial matters as assigned and in compliance with established American Heart Association procedures.
- Plans and prepares weekly periodic and special reports. Gathers tracks and reports data (in requested format) on a variety of projects (e.g. quarterly challenges).
- Research and prep for donor meetings as needed.
- Acts as project manager for special projects which may include planning and coordinating multiple presentations and disseminating information.
- Acts as the giving societies liaison handling and tracking major donors giving renewals special dates and so forth working closely with field operations.
- Provide excellent customer service to both internal and external partners resolving inquiries and concerns promptly and professionally.
- Runs local errands as necessary to support the business of the office including but not limited to picking up materials meals and bank runs.
20 of time is Meeting & Event Support:
- Coordinate and lead the implementation of special events hosted by the Region SVP Sr. Executive Director working closely with the development team and Mission Advancement.
- Handles logistics for internal and external meetings and conferences. Communicates with and coordinates vendors caterers service providers and other external contacts. Purchases plaques gifts and recognition items related to staff leadership volunteer groups and community collaborators.
- Collaborate with marketing and communications to prepare proposals and event collateral as needed.
- Aids with special event management including invitations planning logistics attendee lists event coordination etc.
- Handles data entry for special events including donations auction items and guest names.
- Works with Community Impact staff on logistics as needed.
20 of time is Facilities Management:
- Lead the cleanliness and integrity of the office space working closely with property management to ensure the office is always ready.
- Handle procurement for office supplies and equipment.
- Be the liaison with IT for staff regarding their workspace tools and connectivity.
- Stewards the organization and orderliness of the office space.
10 of time is Staff Support:
- Our event calendar ebbs and flows throughout the year this role acts as a leader and support for other coordinators on the team. Some overtime might be required as needed. This role collaborates with team members to support every campaign and event yearround.
- Works independently and within a team on special nonrecurring and ongoing projects.
- Plan and implement weekly staff meetings (or as needed) working closely with leadership.
- This role is responsible for culture building activities for holidays special occasions staff recognition team building gatherings etc.
- Be the HR liaison processing and welcoming new hires.
- Be the host for visiting colleagues and crossfunctional teams that support the Philadelphia region.
- Act as the local market wellness representative by collaborating with other champions across the region monthly and implement health and wellness challenges into your local office.
In this role you will report to the Region Senior Director Business Operations supporting the Philadelphia region and is the pin of the entire field operations being conducted in area. Must be available for events periodically at early hours in the morning after hours in evenings and weekends.
Qualifications
Want to help get your resume to the top; here are some of the skills we are looking for:
- University/College degree or equivalent experience preferred.
- Five 5 years of experience in business administration office procedures sophisticated executive correspondence and meeting coordination.
- Experience in event planning organizing consultation and event management preferred. Proficient in using web conferencing software (Zoom Microsoft Teams Event Gives etc..
- Demonstrated ability to work on multiple tasks concurrently.
- Must have intermediate skills in Microsoft Office applications including Word PowerPoint and Excel. Advanced knowledge and skill with these programs preferred. These are subject to testing.
- Ability to objectively evaluate make effective decisions and develop alternative solutions.
- Ability to work in a team environment and interact with all levels of American Heart Association staff volunteers and the public. This includes ability and willingness to build and cultivate relationships within and outside the American Heart Association.
- Ability to be respectful selfmotivated resourceful conscientious and thoughtful.
- Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas responsibilities expectations strategies and other processes at work.
- Knowledge of and skill in report preparation proofreading and strong attention to detail.
- Ability to lift and/or move large objects (such as boxes) with the expectation that heavier items would be broken down into smaller components or requesting additional assistance may be required before lifting and/or moving.
- Ability to do periodic local travel up to 20; requires access to reliable transportation at all times on an immediate basis.
- Must pass background check and must be at least 18 years old.
Preferred Qualifications not mandatory to qualify: - Bachelors degree or equivalent experience preferred
- Project management experience
- Digital event production experience
- Design skills preferably in Canva or similar
- Knowledge of email marketing basics
- Experience using Tableau reports
- Proficient in Microsoft SharePoint and Teams
- Experience with vendor negotiation and contract reviews
Attracting dedicated committed employees means offering a competitive benefits package ongoing professional development and training and a diverse and inclusive environment in which to work and grow. And we do.
Compensation & Benefits
The American Heart Association invests in its people. Here are the main components of our total rewards package. Visit Rewards & Benefits to see more details.
- Compensation Our goal is to ensure you have a competitive base salary. Thats why we regularly review the market value of jobs and make adjustments as needed.
- Performance and Recognition You are rewarded for achieving success by merit increases and incentive programs based on the type of position.
- Benefits We offer a wide array of benefits including medical dental vision disability and life insurance along with a robust retirement program that includes an employer match and automatic contribution. As a mark of our commitment to employee wellbeing we also offer an employee assistance program employee wellness program and telemedicine and medical consultation.
- Professional Development You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program. HeartU is the Associations national online university with more than 100000 resources designed to meet your needs and busy schedule.
- WorkLife Harmonization The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees. The number of days will increase based on seniority level. You will also have a total of 12 paid holidays off each year which includes several days off at the end of the year.
- Tuition Assistance We support the career development of all employees. This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities or for potential future positions in the organization.
The American Heart Associations 2028 Goal: Building on over 100 years of trusted leadership in cardiovascular and brain health by 2028 the AHA will drive breakthroughs and implement proven solutions in science policy and care for healthier people and communities. The greatest discoveries in health must reach everyone where they are.
At American Heart Association American Stroke Association our mission is to be a relentless force for a world of longer healthier lives regardless of race ethnicity gender gender identity religion age language sexual orientation national origin and physical or cognitive abilities. Were committed to ensuring our workforce workplace culture and mission have a shared impact across a diverse set of backgrounds.
This position not a match with your skills Click here to see other opportunities.
In accordance with local and state laws where applicable qualified applicants with arrest or conviction records will be considered for employment.
EOE/Protected Veterans/Persons with Disabilities
Required Experience:
Senior IC
Employment Type
Full-Time
