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.

We have an excellent opportunity for a Senior Business Operations Coordinator based in our Midwest Region. The position is responsible for managing the region contract/risk management database for assigned markets/states within a 13-state region. This person will work proactively and directly with region staff to ensure complete and timely submission of event requirements into the database and manage the flow of contract and risk management issues between the field and the SVP Business Accounting and Operations.

This is a full time position and home-office based.

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

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  Manage the region contract/risk management database and Certificate of Insurance issuance process. Assist field staff with the entry of event specific risk management information into the database. Manage the flow of contract/risk management issues by monitoring the status of database matters and event deadlines and following up directly with staff to secure outstanding information/documentation.

  
  


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  Utilize the Optimus contract management system to manage and administer vendor contracts and work directly with American Heart Association attorneys to resolve issues. Answer general contract review and risk management questions from field. Process liquor license applications. Assist field staff with event waivers and health screening procedures/paperwork.

  
  


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  Keep current with Assocation finance/legal policies and procedures. Enter and submit timely and accurate payment requisitions for vendor payments generated by department. Manage and process supplier portal requests. Provide sales tax reporting for MI and IA quarterly.

  
  


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  Prepare restricted fund balance report for period meetings; attend periodic meetings and take notes. Manage PCard notifications to field staff. Manage storage unit contract setup, vendor setup and recurring payment setup. Assist with facilities data entry in APEX Lease Harbor system.

  
  


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  Manage and maintain SharePoint content for Corporate Operations department. Maintain various electronic and hardcopy Corporate Operations records (risk management. Contracts, insurance, facilities, etc.).

  
  


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  Assist SVP Business Accounting and Operations with Corporate Operations Committee meeting materials for periodic meetings. Attend meetings and record minutes. Prepare formal meeting minutes after the meeting has concluded.

  
  


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  Establish and maintain superior customer service relations with staff and volunteers by providing professional and friendly assistance with proactive resolution of issues or needs.

  
  

Qualifications

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  5+ years of related work experience.

  
  


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  Must have earned a high school diploma or GED.

  
  


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  Experience and skill in using a database management system, preferably a CRM specific program.

  
  


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  Must have at least intermediate knowledge and skill with Microsoft Office used for word processing, email, presentations, and spreadsheets. Advanced knowledge and skill with these programs is preferred. These skills are subject to testing.

  
  


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  Knowledge of and skill in report preparation, proofreading and attention to detail.

  
  


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  Skill and ability in providing customer service at an excellent level to internal and external customers and partners.

  
  


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  Ability to work in a team environment and interact with people in a variety of positions and levels, both internally and externally.

  
  


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  Ability to be self-motivated, resourceful, and exhibit initiative.

  
  


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  Skill in tracking and managing multiple projects and deadlines at one time.

  
  

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.

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  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.

  
  


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  Performance and Recognition – You are rewarded for achieving success by merit increases and incentive programs, based on the type of position.

  
  


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  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.

  
  


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  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.

  
  


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  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.

  
  


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  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.

EOE/Protected Veterans/Persons with Disabilities

Location US-IL-Chicago

Posted Date 2 days ago (3/24/2023 9:17 AM)

Requisition ID 2023-10321

Job Category Administrative Support

Additional Locations Diversity Distribution Midwest

Position Type Full Time

Location: KS-Kansas City