Business Operations Coordinator

American Heart Association•Clarksburg, WV

1d•Hybrid

About The Position

The American Heart Association has an excellent opportunity for a Business Operations Coordinator. This home-office–based position is located in Clarksburg, West Virginia, and primarily supports the Pittsburgh, PA, and West Virginia markets. Regular travel—including overnight stays—is required for meetings, events, and operational duties with occasional out-of-state travel within the Eastern States (ES) region. This is a multi-faceted position with varied responsibilities that requires a wide range of talents and skills. This is a long-term, grant-funded position, with funding through May 1, 2036. This position reports to the Eastern States Region VP of Business Operations, with a dotted-line reporting structure to the Region Event Planning Manager. 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 more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X, and at heart.jobs.

Requirements

Must have earned a high school diploma or equivalent.
At least three years of experience in purchasing, project coordination, and/or event implementation with strong attention to detail.
Proficient in using web conferencing software (Zoom, Microsoft Teams, etc.).
Demonstrated ability to work on multiple tasks concurrently.
Must have intermediate skills in PowerPoint, Word, and Excel.
Ability to objectively evaluate, make effective decisions, and develop alternative solutions.
Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers, and the public. This includes the ability and willingness to build and cultivate relationships within and outside the American Heart Association.
Ability to be respectful, self-motivated, resourceful, considerate, and thoughtful.
Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes at work.
Knowledge of and skill in report preparation, proofreading, and attention to detail and organization.
Requires access to reliable transportation at all times on an immediate basis.
Ability to transport materials and other supplies to and from offices, storage facilities, and events.
This position will require regular travel for events, meetings, and operational duties, as well as occasional out-of-town and overnight travel.
Ability to and/or move large objects (such as boxes) with the expectation that heavier items would be broken down into smaller components, or requesting additional assistance may be required before lifting and/or moving.
Must pass a background check.

Nice To Haves

Experience in event planning, organizing, consultation, and event management preferred.
Advanced knowledge and skill with PowerPoint, Word, and Excel is preferred.
Experience with Oracle financial system
Nonprofit experience.
Experience using Tableau reports.
Proficient in Microsoft SharePoint and Teams.
Experience with vendor negotiation and contract review.

Responsibilities

Assist with securing necessary permits, Certificates of Insurance (COIs), and venues (for kick-off, pre-event, and event-day activities) in accordance with local ordinances, legal requirements, and planning milestones. Submit contracts and COIs for legal review.
Become well-versed in the contract process and AHA compliance requirements. Assist with coordinating contracts with various vendors through the ES contract process.
Ensure vendors are engaged and responsive and meet AHA compliance requirements. Manage vendor logistics for equipment and service needs (e.g., tents, tables, sound systems, catering).
Process vendor-related transactions, including setting up new vendors, creating and processing requisitions and POs in Oracle, reviewing purchase requests for accuracy, coding and approvals, routing transactions through approval workflows, tracking order status, initiating payments, promoting electronic payment options, and resolving discrepancies for all the aforementioned items.
Ensure all relevant information is documented in the logistics tracker and that supporting documents are saved to the shared SharePoint site.
Assist with the ordering, staging, and transportation of event materials, including pre- and post-event delivery logistics.
Assist with securing and coordinating necessary support personnel for events, such as police, fire, EMS, security, and valet services. Ensure personnel receive appropriate orientation prior to the event.
Ensure vendors are paid on time and in accordance with contract terms and financial procedures.
Assist with day-of-event production including set-up, check-in and tear-down.
Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish
Proactively research, secure, and handle vendors for event services, ensuring cost-effective solutions and compliance with Association guidelines. Plan and coordinate event details, including venues, catering, entertainment, AV, and staging, while securing necessary legal approvals
Implement Association risk reduction procedures to ensure the safety and success of each event
Recruit, schedule, and train volunteers to assist with projects and events to ensure a positive experience
Attend events to oversee setup, execution, and teardown, ensuring everything runs smoothly.
Act as a point of contact for supporters, sponsors, volunteers, and attendees, providing exceptional service and support.
Meet regularly with supervisors and volunteers to maintain open lines of communication to ensure objectives are being achieved.
Maintain a high level of service and communication by responding to customer inquiries both internally and externally in a professional, knowledgeable, and timely manner.
Perform other duties as required to support operations
Work independently and within a team on special nonrecurring and ongoing projects.

Benefits

medical
dental
vision
disability
life insurance
retirement program that includes an employer match and automatic contribution
employee assistance program
employee wellness program
telemedicine, and medical consultation
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.
12 paid holidays off each year, which includes several days off at the end of the year.
Tuition Assistance