The American Heart Association (AHA) has an excellent opportunity for an Administrative Associate, Health Strategies in our SouthWest Affiliate office in Irving, TX. Performs complex administrative support and technical program assistance work. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Works under general supervision with moderate latitude for the use of initiative and independent judgment. The position will serve as point person for the Vice President of Health Strategies, with primary responsibility for all aspects of supporting the team. This will include the handling of all scheduling, travel logistics, meeting preparation, and meeting follow up. In addition, the Administrative Associate – Health Strategies will be responsible for managing a substantial portion of the inbound and outbound communication, often serving as a key liaison for communication with internal staff and external constituents. The position will involve significant interaction with Leadership Management Team.
- Prepares, interprets, and disseminates information concerning organizational programs and procedures.
- Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
- Participates in the planning and execution of programs.
- Develops, coordinates, and maintains record keeping and filing systems for their area of responsibility.
- Responds to inquiries regarding rules, regulations, policies, and procedures.
- Coordinates meetings, fundraising events, and stewardship events.
- Coordinates work between organizational units of the organization.
- Assists in compiling and analyzing data, making calculations, and preparing reports.
- May research, compose, design, or edit organizational publications such as brochures, forms, and manuals as requested.
- May train others.
- Knowledge of office management principles and practices and administrative procedures, and promotion of programs.
- Intermediate use of standard computer software programs, including Word, PowerPoint, and Excel, as evidenced by formal course work, training, or previous work experience.
- Maintains and tracks accurate and up-to-date files/data.
- May update new media platforms including Facebook, Twitter, Flickr and YouTube.
- Composes logical, clear, and concise correspondence using appropriate grammar, spelling, and punctuation.
- Thorough knowledge of business letter writing format, style, and protocol.
- Maintains and organizes large amounts of data with precise attention to detail.
- Applies quantitative/numeric/math skills to perform basic calculations such as averages, percentages and ratios.
- Conducts basic research including gathering and assimilating information pertinent to assignments using the Internet and other resources.
- Communicates with others to effectively carry out essential job functions.
- Skill in meeting management including set up, outlook invitations, copies, catering, logistics and meeting minutes.
- Establishes and maintains effective working relationships with all levels in the organization and outside contact with healthcare professionals, volunteers and the public.
- Other duties as assigned by supervisor.
- 2+ year related experience, with one year preferably in Community Health or related field.
- Bi-lingual a plus.
- Intermediate knowledge and skill with Microsoft Office used for word processing, email, presentations and spreadsheets. Advanced knowledge and skill with these programs preferred. These skills are subject to testing.
- Experience in travel planning and expense entry/management.
- Skill in properly handling confidential and sensitive information with tact and discretion.
- Proven ability in effectively managing multiple priorities involving multiple customers.
- Proven ability in working and making decisions quickly and independently with little to no direct supervision.
- Skill in effectively interpreting programs and plans.
- Proficiency in Access, CRM tool and PowerPoint.
- Experience with MS Dynamics or other Customer Relationship Management (CRM) systems.
- Ability to lift 20lbs from ground to waist level with or without reasonable accommodation.