Senior Coordinator (Operations and Events)

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 Senior Development Coordinator within our Hawaii Division based in Honolulu, Hawaii. 

This position is responsible for effectively developing, planning, managing, and implementing operations and special events for the Hawaii Division to ensure overall success of division revenue, health impact and volunteer engagement goals. This includes managing all aspects of event planning and execution including engaging, organizing and managing internal and external partners, proactively assessing and evaluating needs and providing recommendations to improve upon events and customer experiences, and detailed project management. Oversees event budgets and ensures expenses are within approved annual budget.  

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

• Manages the daily operations of the division in support of achieving the goals and objectives of the division, region, and association.
• Serves as the Operations lead for the Hawaii Division and primary liaison with Western States and National departments on facilities, finance/accounting, human resources, safety and security, and vendor management.
• Manages Development Coordinator consistent with the American Heart Association's leadership competencies. Oversees Development Coordinator’s data management responsibilities and ensures customer and campaign information is up-to-date and accurate in Association event systems, including Dynamics, Luminate, Greater Giving and Event.Gives.
• Facilitates orientation and onboarding of division staff. Stays current with Western States and National business operations standards and requirements.
• Submits contracts for legal review according to established timelines
• Plans, coordinates, implements, and evaluates fundraising events (virtual and/or in-person). Includes all aspects of event planning: event design, vendor selection and management, contract negotiation, visual innovation, budget management, resource optimization and execution excellence. Evaluates effectiveness of event plans and event implementation processes and finds ways to improve efficiencies, collaboration and attendee experience. Secures required permits and licenses as required per timeline.
• Designs Heart Walk walk-routes, creates ADA-compliant route maps and event layout diagrams for optimal participant and vendor satisfaction, safety and compliance. 
• Secures site/venue contracts, infrastructure, lighting, sound, food and beverage, in-kind donations, etc. and helps to ensure vendors adhere to contractual obligations and that service levels are maintained or exceeded.
• Recruits, manages, and trains event volunteers. Develops staffing plan for assigned events. Manages vendors on event day.
• Collaborating with Development and Communications & Marketing, plans visual and interactive event elements, and designs and produces printed and digital materials such as invitations, flyers, bidder paddles, presentations, signage and other pieces as needed while adhering to the Association’s branding guidelines. Ensures all collateral and signage needs are met and produced on schedule
• Serves as an Accounting Liaisons (AL) and oversees finance responsibilities including mail processing, cash receipts, accounts receivables, fiscal compliance. Leads Dynamics compliance for the Division. Creates and runs reports from internal databases and systems. Ensures that income targets, goals, revenue pipelines, weekly reports are timely, clear and effective in meeting leadership needs related to revenue. Ensures accuracy and adherence to the latest policies and practices of the Association as they relate to fiscal and event financials. Manages customer and campaign information utilizing Association systems accurately, timely and completely in accordance with established gui