Sr. Business Operations Coordinator

American Heart Association • Knoxville, TN

2d • Onsite

About The Position

The American Heart Association has an excellent opportunity for a Senior Business Operations Coordinator in Knoxville, TN! The Sr. Business Operations Coordinator is an office-based role responsible for providing advanced business operations support to the Knoxville market. Coordination includes documenting financial activities, developing activity and informational reports, office administration, acting as a facility point of contact, preparing documents/reports and logistics for meetings, budgeting, and working on projects as assigned. 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

• High School Diploma or equivalent.
• 5 years experience in providing administrative support, financial support, preparing budget information, processing invoices, calculating expenses or equivalent experience.

Nice To Haves

• Experience in providing administrative support to multiple managers or executive-level management.
• Intermediate proficiency with Microsoft Office Applications: Excel, Word, PowerPoint, etc.

Responsibilities

• As Accounting Liaison, comply with income handling guidelines supporting Event Tracking Books across the Knoxville & Mid-South market.
• Process Accounts Receivable (sponsorships/invoicing/collections), ensuring compliance with agreements and reducing write-off activity.
• Processes expenses and invoices, and monitors other financial matters as assigned, in compliance with established American Heart Association procedures.
• As the budget lead, monitor indirect expenses and report variances, analysis, and projections. Prepare annual indirect budget with Executive Directors.
• Budget lead for market, working with development and support staff.
• Liaison to the regional Business Ops Department.
• Check and cash handling for all events.
• Serve as liaison to the SE Region Business Operations Department as it relates to the management of the office/facility maintenance.
• Create a safe, functioning work environment that supports the needs of all employees and volunteers, with appropriate resources and organization.
• Effectively responds to internal and external inquiries in the community.
• Point of contact for the Knoxville team.
• Manages and maintains Knoxville facility, mail, office operations, office equipment, and supplies in accordance with contracts, agreements, and quality standards. Work with regional staff on any needs for major building repairs, office furniture, etc., including obtaining local bids and submitting them to the office.
• Order general office supplies, oversee upkeep, and handle general American Heart Association items such as Annual reports and office materials, and advise when materials are outdated.
• Assist the Executive Director with the Knoxville Board of Directors preparation, meeting management, Gold Standard Board data entry related to board activity, attending quarterly meetings, and providing minutes. Support large-scale meeting scheduling within the market as needed for key sponsors and collaborations.
• Support Community Impact special projects as needed, including submitting check requests and managing budgets and clerical needs for local grants in the Knoxville region.
• Attends fundraising events in Knoxville to provide logistical support, as needed.
• Plans and prepares weekly, periodic, and special reports and meeting minutes for the market as needed. Gathers, tracks, and reports data (in requested format) on a variety of projects (e.g., quarterly challenges and event tracking calendar).
• Covering for peer-markets as requested by SVP/Executive Director.
• Maintains mileage entry for the senior leadership team, which includes the Executive Director.
• Provides advanced administrative support, including calendar management, meeting preparation, and travel coordination, for the Executive Director.

Benefits

• medical, dental, vision, disability, and life insurance
• robust 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
• 12 paid holidays off each year
• Tuition Assistance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED