The American Heart Association (AHA) has an excellent opportunity for an OPERATIONS MANAGER with ourSILICON VALLEY DIVISION based in San Jose, California.
Under general supervision, the Operations Manager manages the daily operations of the division office and provides administrative support to the Division overall, the Executive Director and the team to ensure effective operations in achievement in identified goals and objectives including revenue generation and volunteer engagement. Responsible for supporting Division campaigns, programs and events, managing databases, maintaining/updating information and producing a variety of routine and special reports as needed. This position performs responsibilities requiring independent judgment and decision making in support of AHA campaigns and operations in full compliance with established procedures and standards. This includes prioritizing work effectively, making sound decisions on critical tasks with appropriate discretion and with demonstrated understanding of how to most effectively advance objectives, workflow, collaboration and communication.
Major Responsibilities:
- 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.
- 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 to provide excellent event fulfillment.
- Provides administrative support for the Division Board of Directors including mailings, materials, meeting preparation, meeting minutes, etc.
- 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.
- Supports cause activation campaigns for identified sponsors and direct logistics and administrative support for campaigns as assigned.
- Ensures office/building daily operations in accordance with established policies and procedures to provide for efficient, effective service to all internal/external customers.
- Coordinates maintenance and repair work for office equipment and furniture. Coordinates facility repairs with property management, and maintain all office equipment in good working order. Includes overseeing office and equipment supplies, inventory, and technology assets. Troubleshoots as necessary to ensure appropriate and efficient operations and utilizes available resources and tools for problem-solving.
- Other projects as assigned.
Required Experience
- Related experience of 3 to 5 years
- Advanced knowledge of Microsoft Office applications including Word, Excel, PowerPoint and Outlook
- Effective interpersonal skills and ability to maintain a professional manner in all dealings with customers, staff and others; ability to work in a team environment
- Effective oral communication skills, including public speaking where necessary
- Demonstrated ability to organize and manage multiple projects, prioritize tasks and meet deadlines
- Skill in providing excellent customer service
- Sales or fundraising experience preferred
- Effective written communication skills, including skill in proof reading for grammar and spelling, and effective business writing skills.
ABILITIES:
- Ability to work with professional and lay volunteers and staff with sufficient professional maturity, judgment, and initiative.
- Ability to participate in meetings, work in a team environment and interact with all levels of staff, volunteers and public.
- Ability to conceptualize, reason through problems, make effective decisions and develop alternative solutions.
- Ability to operate typical office equipment, i.e., copier, printer, fax, telephone, postage machine, postage scale, etc.
- Ability to lift up to 40lbs and transport materials and other supplies to and from meetings.
- Ability and willingness to work evenings and weekends as needed to staff meetings, events and required.
ATTRACTING TALENTED, COMMITTED EMPLOYEES MEANS OFFERING A COMPETITIVE BENEFITS PACKAGE, ONGOING PROFESSIONAL DEVELOPMENT AND TRAINING, AND A DIVERSE AND INCLUSIVE ENVIRONMENT IN WHICH TO WORK AND GROW. AND WE DO.