Reporting to the Executive Director, the Operations Manager is responsible for the daily operations of the division office including providing administrative support to the Division overall, the Executive Director and the team to ensure effective operations in achievement of identified health impact, volunteer engagement and revenue goals.
Functional areas include Financial Operations, Division Administrative Management, Customer and Volunteer Relations, Office and Facilities Management, Campaign and Event Coordination.
Areas of Responsibility:
Day to day, the Operations Manager is the "go-to" resource for internal and external customers, volunteers and office interns and relied upon for creating optimal customer experiences. Specific responsibilities include:
- Serves as the Division's lead Affiliate Accounting Liaison: the primary staff person completing income and expense processing for the division. Maintains all financial information in accordance with the policies of the American Heart Association.
- Oversees and proactively communicates income and expense procedures (money handling, receipting, income crediting, donation flow through various systems, compliance, etc.) to other division staff and ensures that all staff are carrying out procedures correctly through training and ongoing review of compliance.
- Monitors division income and expense status. Identifies any issues and works with appropriate staff to quickly resolve issues.
- Acts as the division's Account Payable lead in processing and monitoring invoices for general operations including janitorial services, maintenance fees, subscriptions, office supplies and equipment rentals. Actively participates in the budget review process to monitor and evaluate spending and savings within indirect expenses.
- Serves as the liaison for other administrative professionals within the office to allocate resources for major projects and manage timelines for projects involving multiple departments. Includes providing guidance and direction to the Development Coordinators to optimize support and resources across division functions. Oversees cross-training for coordinators.
- Serves as division Community Relations Coordinator to recruit, orient, and schedule division volunteers in support of various office projects and events. Fields requests for health fairs and speaking engagements and assigns volunteers as needed. Tracks volunteer interactions in appropriate databases.
- Provides direct clerical, administrative and logistics support to Executive Director in the accomplishment of Division responsibilities.
- Performs general administrative and clerical functions including: calendaring appointments, answering the telephone, ordering supplies, distributing mail, coordinating mailings, filing, typing/word processing, faxing, and copying, coordinating meetings to include, facilitating Division/Affiliate meetings/conferences with setup, video/telephone, and cleanup
- Other duties as needed for effective operations and excellent customer service.
Skills/Experience:
- Demonstrated work experience in managing, coordinating and supporting complex office operations and projects in a high performing team environment with personal accountability for quality and results.
- Demonstrated work experience in managing, coordinating and supporting complex office operations and projects in a high performing team environment with personal accountability for quality and results.
- Demonstrated ability to organize and manage multiple projects, prioritize tasks and meet deadlines with proactive communication, thorough planning and execution and allocating/providing resources, additional support or training.
- Highly effective interpersonal and communication skills.
- Ability to consistently maintain a professional, calm and friendly manner in creating positive customer experiences externally and internally.
- Effective project management skills in a dynamic environment with multiple stakeholders.
- Experience in positively managing change including anticipating and championing organizational change, creating contingency plans, proactively considering short-term and long-term impact.
- Demonstrated experience maintaining appropriate discretion in managing confidential information.
Job Function:
Organization Info
Listing Stats
Post Date:
May 24 2018
Active Until:
Jun 24 2018
Hiring Organization:
American Heart Association | American Stroke Association
industry:
Nonprofit