Sr. Business Operations Coordinator - American Heart Association
Hollywood, FL
About the Job
Overview
As we celebrate our Centennial year, we invite you to join us in shaping the next century of impact. Be a relentless force for a world of longer, healthier lives as we remain devoted to a future of health and hope for everyone, everywhere. At the American Heart Association, your contribution matters, and so does your career.
The American Heart Association has an excellent opportunity for a Sr. Business Operations Coordinator, serving our Greater Miami/Fort Lauderdale market with additional support provided to our West Palm Beach market. The ideal candidate will live in Delray Beach, Deerfield Beach or Boca Raton area.
Working under the direction of the Executive Director, you will ensure that all aspects of the market finances, office management and administrative support are accomplished in a timely and efficient manner, by providing high level support to the two markets.
The Association offers many resources to help you maintain work-life harmonization through your changing needs and life situations. To help you be successful, you will have access to Heart U, our award-winning corporate university, as well as additional training and support, locally.
#TheAHALife is our company culture, our way of life, reflecting our diversity, equity & inclusion, our focus on work-life 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
Serve as Market Accounting Liaison
+ Ensure that all funds raised in support of the mission are recorded and payments are received by due dates.
+ Ensure accuracy, execution, proficiency and adherence to the latest policies and practices of the AHA as they relate to the fiscal and event financials.
+ Understand and communicate to local staff the process for sponsorship agreements, vendor contracts, vendor payments, and event reconciliation.
+ Manage Executive Director’s field budget as well as overhead budget for the Greater Miami/Fort Lauderdale and West Palm Beach offices.
+ Work alongside logistics/data managers as budget lead for each event budget.
+ Process check and cash submissions for Greater Miami/Fort Lauderdale market only.
Serve as Executive Assistant to the Executive Director
+ Serve as the support and representative of the Executive Director (ED.
+ Assist EDs with calendar management and setting appointments.
+ Assist EDs with Board of Directors’ support: data entry, meeting management, attendance, recording meeting minutes, tracking of board terms, creating board packets, and assisting with creation of agendas.
+ Make travel arrangements as needed.
+ Prepare and send follow up letters/correspondence as assigned.
+ Provide general administrative support as needed; act as resource while EDs are in the field, execute special projects including research and report compilation, order materials and perform other duties as requested.
+ Provide support to other office staff including Vice Presidents and Community Impact team as needed.
+ Travel and Expense Management
Serve as General Office Management
+ Responsible for collecting and ensuring mail is opened with dual oversight and distributed promptly and manage daily outbound and inbound UPS deliveries for the Greater Miami/Fort Lauderdale office.
+ Acting as Point of Contact, Order general office supplies and oversee upkeep of general AHA items such as Annual Reports, office materials, and advise when materials are outdated.
+ Develop and provide knowledge about project and general event information including logistics questions.
+ Perform switchboard duties utilizing timely, professional, and courteous business etiquette while providing necessary information or support when answering phones or responding to voicemails.
+ Provide support for new hires before their first day by assigning phone extension, ensure their office space and desk area are clean and tidy, and upon their first day, provide office keys/entry codes and other supplies as needed. When staff separate from employment, collect staff equipment and other AHA issued materials as needed from manager, and return equipment and manage disposition of materials in accordance with regional procedures.
+ Work with regional staff regarding any needs for major building repairs, and repair or purchase of office furniture, supplies and equipment. Report needs to the regional Sr. Director - Business Operations and follow regional process for obtaining building and equipment repair bids and approvals needed to make equipment purchases. Ensure that the office environment is maintained to ensure safety, cleanliness, and functionality.
+ Coordinate volunteer management for community health fairs.
Qualifications
+ High School Diploma or equivalent.
+ Two (2) - Four (4) years of experience providing administrative support to multiple managers or executive level management.
+ Two (2) years of financial experience.
+ Two (2) years of experience preparing budget information, processing invoices, calculating expenses.
+ Excellent ability to prioritize and anticipate administrative needs of senior leadership and Charlotte.
+ Intermediate proficiency with Microsoft Office Applications: Excel, Word, PowerPoint, and Outlook.
+ Some college preferred.
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. That’s 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 well-being, 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 Association’s national online university, with more than 100,000 resources designed to meet your needs and busy schedule.
+ Work-Life 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 Association’s 2024 Goal: Every person deserves the opportunity for a full, healthy life. As champions for health equity, by 2024, the American Heart Association will advance cardiovascular health for all, including identifying and removing barriers to health care access and quality.
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. We're 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
#LI-Onsite
Join our Talent Community!
Join our Talent Community to receive updates on new opportunities and future events.
Posted Date _12 hours ago_ _(11/5/2024 6:06 PM)_
_Requisition ID_ _2024-13973_
_Job Category_ _Administrative Support_
_Position Type_ _Full Time_
As we celebrate our Centennial year, we invite you to join us in shaping the next century of impact. Be a relentless force for a world of longer, healthier lives as we remain devoted to a future of health and hope for everyone, everywhere. At the American Heart Association, your contribution matters, and so does your career.
The American Heart Association has an excellent opportunity for a Sr. Business Operations Coordinator, serving our Greater Miami/Fort Lauderdale market with additional support provided to our West Palm Beach market. The ideal candidate will live in Delray Beach, Deerfield Beach or Boca Raton area.
Working under the direction of the Executive Director, you will ensure that all aspects of the market finances, office management and administrative support are accomplished in a timely and efficient manner, by providing high level support to the two markets.
The Association offers many resources to help you maintain work-life harmonization through your changing needs and life situations. To help you be successful, you will have access to Heart U, our award-winning corporate university, as well as additional training and support, locally.
#TheAHALife is our company culture, our way of life, reflecting our diversity, equity & inclusion, our focus on work-life 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
Serve as Market Accounting Liaison
+ Ensure that all funds raised in support of the mission are recorded and payments are received by due dates.
+ Ensure accuracy, execution, proficiency and adherence to the latest policies and practices of the AHA as they relate to the fiscal and event financials.
+ Understand and communicate to local staff the process for sponsorship agreements, vendor contracts, vendor payments, and event reconciliation.
+ Manage Executive Director’s field budget as well as overhead budget for the Greater Miami/Fort Lauderdale and West Palm Beach offices.
+ Work alongside logistics/data managers as budget lead for each event budget.
+ Process check and cash submissions for Greater Miami/Fort Lauderdale market only.
Serve as Executive Assistant to the Executive Director
+ Serve as the support and representative of the Executive Director (ED.
+ Assist EDs with calendar management and setting appointments.
+ Assist EDs with Board of Directors’ support: data entry, meeting management, attendance, recording meeting minutes, tracking of board terms, creating board packets, and assisting with creation of agendas.
+ Make travel arrangements as needed.
+ Prepare and send follow up letters/correspondence as assigned.
+ Provide general administrative support as needed; act as resource while EDs are in the field, execute special projects including research and report compilation, order materials and perform other duties as requested.
+ Provide support to other office staff including Vice Presidents and Community Impact team as needed.
+ Travel and Expense Management
Serve as General Office Management
+ Responsible for collecting and ensuring mail is opened with dual oversight and distributed promptly and manage daily outbound and inbound UPS deliveries for the Greater Miami/Fort Lauderdale office.
+ Acting as Point of Contact, Order general office supplies and oversee upkeep of general AHA items such as Annual Reports, office materials, and advise when materials are outdated.
+ Develop and provide knowledge about project and general event information including logistics questions.
+ Perform switchboard duties utilizing timely, professional, and courteous business etiquette while providing necessary information or support when answering phones or responding to voicemails.
+ Provide support for new hires before their first day by assigning phone extension, ensure their office space and desk area are clean and tidy, and upon their first day, provide office keys/entry codes and other supplies as needed. When staff separate from employment, collect staff equipment and other AHA issued materials as needed from manager, and return equipment and manage disposition of materials in accordance with regional procedures.
+ Work with regional staff regarding any needs for major building repairs, and repair or purchase of office furniture, supplies and equipment. Report needs to the regional Sr. Director - Business Operations and follow regional process for obtaining building and equipment repair bids and approvals needed to make equipment purchases. Ensure that the office environment is maintained to ensure safety, cleanliness, and functionality.
+ Coordinate volunteer management for community health fairs.
Qualifications
+ High School Diploma or equivalent.
+ Two (2) - Four (4) years of experience providing administrative support to multiple managers or executive level management.
+ Two (2) years of financial experience.
+ Two (2) years of experience preparing budget information, processing invoices, calculating expenses.
+ Excellent ability to prioritize and anticipate administrative needs of senior leadership and Charlotte.
+ Intermediate proficiency with Microsoft Office Applications: Excel, Word, PowerPoint, and Outlook.
+ Some college preferred.
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. That’s 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 well-being, 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 Association’s national online university, with more than 100,000 resources designed to meet your needs and busy schedule.
+ Work-Life 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 Association’s 2024 Goal: Every person deserves the opportunity for a full, healthy life. As champions for health equity, by 2024, the American Heart Association will advance cardiovascular health for all, including identifying and removing barriers to health care access and quality.
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. We're 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
#LI-Onsite
Join our Talent Community!
Join our Talent Community to receive updates on new opportunities and future events.
Posted Date _12 hours ago_ _(11/5/2024 6:06 PM)_
_Requisition ID_ _2024-13973_
_Job Category_ _Administrative Support_
_Position Type_ _Full Time_
Source : American Heart Association
