Overview

Now is the time to join us and make a difference. Be a relentless force for a world of longer, healthier lives. Here at the American Heart Association, you matter and so does your career.

The American Heart Association has an excellent opportunity for a Senior Development Coordinator based in Salt Lake City . Under general supervision, the Senior Development Coordinator manages the daily operations of the Division. The position provides administrative support to the Division overall, the Executive Director and the team to ensure effective operations in achievement with identified goals and objectives, including revenue generation and volunteer management. Responsibilities also include supporting assigned campaign(s), managing logistics, databases, volunteer recruitment and coordination and other duties, as assigned.

This position performs responsibilities requiring independent judgement and decision making in support of AHA campaigns and operations in full compliance with established procedures and standards. This includes prioritizing work effectively, making sound decisions on critical tasks with appropriate discretion and with demonstrated understanding of how to most effectively advance objectives, workflow, collaboration and communication.

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 training and support locally and through our National Center.

\#TheAHALife is our company culture, our way of life, reflecting our diversity and 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, Twitter, and at heart.org.

Responsibilities

Division Administrative Management: Manages the daily operations of the division in support of achieving the goals and objectives of the division, region and association. Includes:

• Serves as the liaison 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 Coordinator to optimize support and resources across division functions. Oversees 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/Region meetings/conferences with setup, video/telephone, and cleanup.
• Serves as a liaison with regional departments regarding Human Resources, Business Technology and Finance and other Business Operations matters.
• Stays current with all applicable processes and standards and serves as a resource for others in ensuring fiscal and operational compliance.

Financial Operations:

• Serves as the Division’s lead 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. (As applicable)

Customer and Volunteer Relations:

• Ensures the integrity and accuracy of donor, volunteer, partner and financial information by managing databases. Performs accurate and complete data entry. Formats and produces reports. Serves as Power User for office providing advice, guidance and training to other staff as needed.
• Provides administrative support for the Division Board of Directors including mailings, materials, meeting preparation, meeting minutes, etc.
• Tracks all appropriate Division Board information in accordance with Gold Standard Board procedures.
• Serves as the main resource in the Division for receiving and resolving customer inquiries and complaints. Ensures that office staff are educated about customer resolution procedures and tools and that procedures and tools are being utilized correctly.

Office and Facilities Operations: Ensures that standards for safety and operational effectiveness are consistently met for the Division. Includes:

• Ensures office/building daily operations in accordance with established policies and procedures to provide for efficient, effective service to all internal/external customers.
• Coordinates maintenance and repair work for office equipment and furniture. Coordinates facility repairs with property management, and maintain all office equipment in good working order. Includes overseeing office and equipment supplies, inventory, and technology assets. Troubleshoots as necessary to ensure appropriate and efficient operations and utilizes available resources and tools for problem-solving.
• Updates and maintains disaster preparedness/emergency response plan for the office; ensures that all staff are briefed annually.
• Ensures office security and safety: manages reliability of office security system, implements AHA and building security and safety procedures ensuring that all risk management compliance requirements are met.
• Adheres to purchasing/procurement policies. Seeks out a minimum of 2-3 bids prior to services performed by outside vendors to the property. Evaluates quality and value to achieve the best use of funds and communicates/provides recommendations to the supervisor.

Human Resources: Coordinates office HR functions to ensure ongoing compliance and in support of collaboration and engagement aligned with the goals and objectives of the division, region and association.

• Serves as a key business partner in the orientation and support of new team members including staff, interns and office volunteers.
• Manages regulatory compliance including ensuring that required postings are appropriately maintained and visible, reports and documents are provided as needed on a timely basis, mailings concerning employee matters are handled appropriately.
• Coordinates timely attention, communication and appropriate resolution of employee safety concerns with HR and Facilities.
• Supports Executive Director in preparation of regular staff meetings and coordinates division participation in regional and association meetings and initiatives.
• Acts as the lead hiring manager for unpaid internships within the division. Assesses the departmental needs and assigns the appropriate interns per campaign. Provides a detailed orientation to the intern including primary role of support, office policies/procedures, daily operations and internship requirements.

Qualifications

Required qualifications:

• Demonstrated work experience in managing, coordinating and supporting complex office operations and projects in a high performing team environment with personal accountability for quality and results.
• Demonstrated ability to organize and manage multiple projects, prioritize tasks and meet deadlines with proactive communication, thorough planning and execution and allocating/providing resources, additional support or training.
• Highly effective interpersonal and communication skills. Ability to consistently maintain a professional, calm and friendly manner in creating positive customer experiences externally and internally.
• Proven problem-solving skills with the ability to identify potential issues that may impact organizational productivity and/or compliance and address proactively and timely.
• Effective project management skills in a dynamic environment with multiple stakeholders.
• Experience in positively managing change including anticipating and championing organizational change, creating contingency plans, proactively considering short-term and long-term impact.
• Demonstrated experience maintaining appropriate discretion in managing confidential information.
• Advanced proficiency in Microsoft Office applications and database management.
• Proven ability to accurately follow written instructions.
• Occasional lifting typical of office environment

Preferred qualifications:

• Experience managing an office/agency budget.
• Knowledge of the AHA’s standards and procedures.
• Experience in a non-profit organization with responsibility for volunteer and donor engagement.
• Technology background helpful; ability to identify, troubleshoot and resolve issues with equipment and tools utilizing available resources as needed.
• Experience in a wide variety of work settings helpful to demonstrate ability to navigate varied work situations.

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, diversity, inclusion, and equal opportunity applies to both our workforce and the communities we serve as it relates to heart health and stroke prevention.

This position not a match with your skills? Click here to see other opportunities.

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EOE/Protected Veterans/Persons with Disabilities

The American Heart Association is the nation’s oldest and largest voluntary organization dedicated to fighting heart disease and stroke. We fund innovative research, fight for stronger public health policies, and provide critical tools and information to save and improve lives.

Heart disease is the No. 1 killer worldwide, and stroke ranks second globally. Even when those conditions don’t result in death, they cause disability and diminish quality of life. We want to see a world free of cardiovascular diseases and stroke.

The size and scope of our organization, along with our more than 40 million volunteers and supporters, allows us to make a real impact on our shared focus of cardiovascular and overall health.