Office Manager

Overview

Are you ready to join an organization where you can be a relentless force for a world of longer, healthier lives?

Envision all Americans enjoying ideal cardiovascular health free of heart disease and stroke. At the American Heart Association and American Stroke Association, we get to work toward that goal every single day. Is it easy? No. Is it worthwhile? you bet!

This is satisfying work that makes a real difference in people's lives. You can achieve professional growth with personal fulfillment. You will connect with people and make a lifesaving impact. You will partner with individuals, schools, lawmakers, healthcare providers and others to ensure everyone has access to healthier lifestyle choices and proper healthcare.

This position is fulltime (37.5 hours per week).

Responsibilities

The American Heart Association (AHA) has an excellent opportunity for an Office Manager, Development for our Harrisburg, PA office .

The position is office based and will provide support to the Regional Vice President, division Board of Directors and local campaign activities including data entry; event logistics, processing funds; preparing spreadsheets, meeting materials, and reports; volunteer engagement, and ensure effective and efficient day to day operations in the regional office.

Some local travel and infrequent overnight travel (currently a few times a year) to support in person events that are farther away (i.e., Erie, Blair, Cambria, PA.)

Primary responsibilities include:

• Provide advanced administrative support such as calendar management, preparation for meetings, and travel coordination for field office leadership.
• Provide support in all aspects of board-related materials, such as correspondence, meeting materials, and reports. Responsible for taking and distribution of meeting minutes.
• Data entry and data management.
• Process mail, expenses, invoices, and payments and monitor other financial matters as assigned and in compliance with established AHA procedures.
• Manage donor, volunteer and sponsor information; gather, coordinate, and manage information and details (e.g., giving; committee/board involvement; etc.) on key volunteers and donors.
• Coordinate and collaborate with vendors and Directors to execute logistics for assigned campaigns and day of event activities. You will handle event logistics, infrastructure, lighting, sound, food, volunteers, etc.
• Serve as liaison with departments regarding Facilities; Human Resources, Business Technology and Finance and other Business Operations matters.
• Serve as on-site contact for facilities maintenance and upgrades, including but not limited to office equipment, furnishings, building systems, emergency procedures and planning, as well as security and risk reduction programs.
• Communicate office-wide initiatives, announcements, and other relevant information to regional personnel.
• Collaborate with event and program managers to identify volunteer/staff needs for day-of-event activities and office support.
• May act as day of event volunteer liaison including train volunteers and manage assignments on-site during event.
• Assist the market in furthering AHA’s mission by providing administrative and ad hoc support to assigned staff, campaigns, initiatives, in an efficient, positive, proactive, and customer-centric manner.

Qualifications

Want to help get your resume to the top? Take a look at the experience we require:

• Must have earned a high school diploma or GED. College degree or some college a plus.
• Minimum one (1) year work experience in administrative office experience or project coordination experience, with strong attention to detail.
• Experience in event planning, organizing, consultation and event management preferred.
• Demonstrated ability to work on multiple tasks concurrently.
• Must have at least intermediate knowledge and skill with Microsoft Office 2010 used for word processing, email, presentations, and spreadsheets. Advanced knowledge and skill with these programs are preferred. These skills are subject to testing.
• Ability to objectively evaluate, make effective decisions and develop alternative solutions.
• Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers and the public. This includes ability and willingness to build and nurture relationships within and outside the American Heart Association. This also includes the ability to work cooperatively with others to leverage resources to achieve common goals.
• Ability to be diplomatic, self-motivated, resourceful, tactful, and flexible.
• Knowledge of and skill in report preparation, proofreading and attention to detail.
• Proven background and willingness to work in an atmosphere requiring flexibility and change.
• Access to reliable transportation and ability to maintain valid driver’s license and auto insurance.
• Ability to travel and support events across the assigned region.
• Ability to lift 25 pounds and transport materials and other supplies to and from meetings and events.
• Must pass background check and must be at least 18 years old.

Preferred Qualifications, not mandatory to qualify :

• Contact Management Systems
• Automated accounting software knowledge
• Proficient in Microsoft SharePoint system
• Knowledge of Team Builder softwareAttracting 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.

Compensation & Benefits

Employees scheduled to work at least 20 hours per week are eligible to participate in the medical, dental, and vision plans the first of the month following 30 days of service. AHA subsidizes the medical and dental cost to ensure benefits are affordable. Eligible dependents under AHA’s group benefit plans include legal spouse, domestic partner, children under the age of 26 or who are disabled. AHA offers additional benefits like an EAP, telehealth benefit for general medical and behavioral health, flexible spending accounts, life insurance, and disability.

Retirement Plans: AHA retirement plans offer employees a way to start saving after their first paycheck. The retirement plans provide employer contributions after two years of service. If you have previous 501(c)(3) non-profit experience, within the last 5 years, at a national health agency, an institution of higher learning or a medical institution, that experience may count towards the two-year waiting period. Employees are 100% vested in employee and employer contributions.

Paid Days Off: Regular full-time and part-time employees earn Paid Time Off (PTO) based on years of service. PTO begins accruing on date of hire. Full time employees receive one paid Community Service time off day per year and are encouraged to participate in projects, programs and organizations which contribute to the health and vitality of their communities. AHA also offers 12 paid holidays per year.

Leaves of Absence: AHA offers both Short Term and Long-Term Disability benefits which replace earnings if you are unable to work due to a non-work-related illness or injury. Employees are eligible for Short Term Disability after 90 days of service and are eligible for Long Term Disability after being disabled for 90 days or more. Eligible employees can take up to 12 weeks off of work for a qualified leave of absence under the Family Medical Leave Act (FMLA), intermittent FMLA leaves and leave as an accommodation under the Americans with Disabilities Act as Amended (ADAAA.

At American Heart Association | American Stroke Association, diversity, inclusion, and equal opportunity applies to both our workforce and the communities we serve as it relates to heart health and stroke prevention.

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EOE/Protected Veterans/Persons with Disabilities

Location US-PA-Harrisburg

Posted Date 1 month ago (4/18/2022 3:46 PM)

Requisition ID 2021-7019

Job Category Administrative Support

Additional Locations US-PA-York

Position Type Full Time

Location: PA-York