The American Heart Association (AHA) has an excellent opportunity for a Grants Operations Manager, the Center in our National Center office located in Dallas, Texas (Remote/Home Based is acceptable)
This position is responsible for the day-to-day functioning of all aspects of the California Department of Public Health's Tobacco Control Program award for the California Tobacco Endgame Center for Organizing and Community Engagement (the Center). The position will provide operational, fiduciary, logistical and administrative support for the program, address operational and project deliverables including budget management, contracting, reporting requirements as well as support to address the program deliverables such as: technical assistance, communications and evaluation components.
This position will work with collaboratively with the Tobacco Center program team, AHA Western Region staff, Government Grants Director, finance, procurement and legal departments to deliver on program operational needs, program oversight and manage the efforts of both the AHA, contractors and vendors to ensure project deliverables are implemented. This position will also track scheduled deliverables and budget utilization.
The Operations Manager will assist in putting together and ensuring adherence to standard operating procedures for the CA Department of Public Health Tobacco Center grant that can be used as a guide for future Advocacy grants as the Advocacy government-funded enterprise expands. This position thus holds the potential for longevity and seniority within the department and the AHA.
This is a full time, benefits-eligible grant-funded position. Current funding is through 06/2024
- Oversees and manages operations, including finance, procurement, and relationships with legal, external vendors and partners, to ensure that the business overall goals are reached, and that all AHA guidelines are followed.
- Act as lead in annual budget preparation and facilitation including communicating procedures, distributing and completing budget templates, training department managers and overseeing modifications or revisions. Coordinates with leadership team for submission to Finance.
- Prepare and distribute monthly reports on variances to department leadership. Including analysis on department financial activities from purchasing, contract terms and vendor invoices against budget. Provide reconciliation guidance and recommendations.
- Implements purchasing process including creation of purchase orders, vendor communication and management and invoice processing.
- Facilitates vendor contract management process to ensure contracts are reviewed and approved through internal Procurement and Legal procedures.
- Work with government grants team to ensure all federal rules and policies are followed, and that the grant is managed with efficiency, integrity and with full compliance to AHA's obligations to the government
- Other duties, projects, or analyses as assigned including participation of cross-functional task forces.
- Minimum of five (5) years of comprehensive experience applying the principles and practices of accounting, financial analysis, budget analysis and general business administration.
- Proficient in large-scale purchasing, budget projection and planning, variance analysis, and reconciliation requirements. Ability to analyze financial data and interpret into narrative form.
- Experience in government grant project management; Must have in-depth knowledge of budgeting and reporting processes; ideally with government grants.
- Excellent in oral and written communications. Ability to communicate with all levels of AHA staff. Ability to communicate to technology and non-technology staff.
- Demonstrated ability to simultaneously manage multiple projects.
- Ability to travel overnight approx. 25% of the time.
Here are some of the preferred skills we are looking for:
- Effective time management and organization skills.
- Experience supporting departments operations.
- Experience with developing and managing process (and process change) documentation.
- Experience working in a fast-paced, dynamic environment. Excellent in working against deadlines to provide end product.
- Experience with vendor management.