American Heart Association Operations Coordinator in La Jolla, California
Are you ready to join an organization where you can make an extraordinary impact every day?
Imagine all Americans enjoying ideal cardiovascular health free of heart disease and stroke. At the American Heart Association and American Stroke Association, we get to work toward that goal every day. Is it easy? No. Is it worthwhile? Absolutely.
This is satisfying and challenging work that makes a real difference in people's lives. We are where you can achieve professional growth with personal fulfillment. We are where you can connect people to making a lifesaving impact. We are where you can partner with individuals, schools, lawmakers, healthcare providers and others to ensure everyone has access to healthier lifestyle choices and proper healthcare. The American Heart Association is where you can make an extraordinary impact.
Under general supervision, the Operations Manager manages the daily operations of the division office and provides administrative support to the Division overall, the Executive Director and the team to ensure effective operations in achievement in identified goals and objectives including revenue generation and volunteer engagement. Responsible for supporting Division campaigns, programs and events, managing databases, maintaining/updating information and producing a variety of routine and special reports as needed. This position covers Financial Operations, Division Administrative Management, Customer and Volunteer Relations, Office and Facilities Managment. Some responsibilities include:
Serves as the Division’s lead Affiliate Accounting Liaison: the primary staff person completing income and expense processing for the division. Maintains all financial information in accordance with the policies of the American Heart Association.
Oversees and proactively communicates income and expense procedures (money handling, receipting, income crediting, donation flow through various systems, compliance, etc.) to other division staff and ensures that all staff are carrying out procedures correctly through training and ongoing review of compliance.
Monitors division income and expense status. Identifies any issues and works with appropriate staff to quickly resolve issues.
Acts as the division’s Account Payable lead in processing and monitoring invoices for general operations including janitorial services, maintenance fees, subscriptions, office supplies and equipment rentals. Actively participates in the budget review process to monitor and evaluate spending and savings within indirect expenses.
Division Administrative Management:
Manages the daily operations of the division in support of achieving the goals and objectives of the division, affiliate and association. Includes:
Serves as the liaison for other administrative professionals within the office to allocate resources for major projects and manage timelines for projects involving multiple departments. Includes providing guidance and direction to the Development Coordinators to optimize support and resources across division functions. Oversees cross-training for coordinators to provide excellent event fulfillment.
Provides direct clerical, administrative and logistics support to Executive Director in the accomplishment of Division responsibilities.
Performs general administrative and clerical functions including: calendaring appointments, answering the telephone, ordering supplies, distributing mail, coordinating mailings, filing, typing/word processing, faxing, and copying, coordinating meetings – to include, facilitating Division/Affiliate meetings/conferences with setup, video/telephone, and cleanup.
Other duties as assigned.
Advanced knowledge of Microsoft Office applications including Word, Excel, PowerPoint, Outlook and Access
Office administration skills, including general clerical skills (e.g., filing, typing, copying, telephone etiquette and operation)
Effective written communication skills, including skill in proof reading for grammar and spelling
Effective interpersonal skills and ability to maintain a professional manner in all dealings with customers, staff and others; ability to work in a team environment
Ability to keep all work-related information confidential as necessary
Knowledge of AHA statistics and ability to research all AHA on-line resources for information requested by media and curious and concerned lay-people
Click on “Apply for this job online” to submit your online application or “Log back in!” if you are a returning applicant. Only those candidates deemed most qualified by the hiring manager will be contacted to interview.
At American Heart Association | American Stroke Association, diversity, inclusion, and equal opportunity applies to both our workforce and the communities we serve as it relates to heart health and stroke prevention.
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Job Family Group Business Operations
Job Category Administrative/Clerical