Sr. Business Operations Coordinator

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 fun