American Heart Association - Administration Jobs

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Job Information

American Heart Association Operations Manager in Irvine, California


Are you ready to join an organization where you can make an extraordinary impact every day?

Imagine 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 day. Is it easy? No. Is it worthwhile? Absolutely.

This is satisfying and challenging work that makes a real difference in people's lives. We are where you can achieve professional growth with personal fulfillment. We are where you can connect people to making a lifesaving impact. We are where you can partner with individuals, schools, lawmakers, healthcare providers and others to ensure everyone has access to healthier lifestyle choices and proper healthcare. The American Heart Association is where you can make an extraordinary impact.


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, health impact and volunteer engagement.

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.

Essential functions include:

Division Administrative Management : Manages the daily operations of the division in support of achieving the goals and objectives of the division, affiliate and association. Includes:

  • 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.

  • Provides direct clerical, administrative and logistics support to Executive Director in the accomplishment of Division responsibilities.

  • Performs general administrative and clerical functions.

  • Serves as a liaison with affiliate departments regarding Human Resources, Business Technology and Finance and other Business Operations matters.

  • Stays current with all applicable processes and standards and serves as a resource for others in ensuring fiscal and operational compliance.

Campaign Coordination : Coordinates and implements the logistics and administration of all phases of assigned campaign(s.

  • Recruits and manages volunteers, vendors and participants.

  • Provides outstanding customer service; administrative and logistics support; data management; website and email campaign management.

  • Provides on-site event support and coordination.

  • Ensures that Affiliate policies are carried out and goals are achieved in a timely, effective manner.

Financial Operations:

  • 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.

Customer and Volunteer Relations:

  • Ensures the integrity and accuracy of donor, volunteer, partner and financial information by managing databases. Performs accurate and complete data entry. Formats and produces reports. Serves as Power User for office providing advice, guidance and training to other staff as needed.

  • Provides administrative support for the Division Board of Directors including mailings, materials, meeting preparation, meeting minutes, etc. Tracks all appropriate Division Board information in accordance with Gold Standard Board procedures.

  • 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.

  • Serves as the main resource in the Division for receiving and resolving customer inquiries and concerns. Ensures that office staff are educated about customer resolution procedures and tools and that procedures and tools are being utilized correctly.

Office and Facilities Operations : Ensures that standards for safety and operational effectiveness are consistently met for the Division. Includes:

  • 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. Oversees 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.

  • Updates and maintains disaster preparedness/emergency response plan for the office; ensures that all staff are briefed annually.

  • Ensures office security and safety ensuring that all risk management compliance requirements are met.


Qualified candidates will have two years or more related experience in:

  • Managing, coordinating and supporting complex office operations and projects in a high performing team environment with personal accountability for quality and results.

  • Organizing and managing multiple projects, prioritizing tasks and meeting 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.

  • Proven problem-solving skills with the ability to identify potential issues that may impact organizational productivity and/or compliance and address proactively and timely.

  • Positively managing change including anticipating and championing organizational change, creating contingency plans, proactively considering short-term and long-term impact.

  • Maintaining appropriate discretion in managing confidential information.

Preferred qualifications include:

  • Knowledge of the AHA’s standards and procedures.

  • Experience in a non-profit organization with responsibility for volunteer and donor engagement.

  • Technology background helpful; ability to identify, troubleshoot and resolve issues with equipment and tools utilizing available resources as needed.

  • Experience in a wide variety of work settings helpful to demonstrate ability to navigate varied work situations.

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.

Be sure to follow us on Twitter to see what it is like to work for the American Heart Association and why so many people enjoy #TheAHALife

EOE Minorities/Females/Protected Veterans/Persons with Disabilities

This position is eligible for the Employee Referral Program; please contact the Western States Human Resources team for details.

Requisition ID 2019-4580

Job Family Group Business Operations

Job Category Administrative/Clerical

American Heart Association
Equal Opportunity Employer