Business Operations Coordinator

Overview Since our founding in 1924, the American Heart Association has cut cardiovascular disease deaths in half. We still face major health challenges and need passionate individuals to accelerate progress and build a healthier future for all. This home‑office based position is located in Clarksburg, West Virginia and primarily supports the Pittsburgh, PA and West Virginia markets. Regular travel—including overnight stays—is required for meetings, events, and operational duties across the Eastern States region. Responsibilities Purchasing, Contracts and Event Execution Assist with securing necessary permits, Certificates of Insurance (COIs), and venues in accordance with local ordinances, legal requirements, and planning milestones; submit contracts and COIs for legal review. Become well‑versed in the contract process and Association compliance requirements; coordinate contracts with vendors through the ES contract process. Ensure vendors are engaged, responsive, and meet compliance; manage vendor logistics for equipment and service needs. Process vendor‑related transactions—including setting up new vendors, creating and processing requisitions and POs in Oracle, reviewing requests for accuracy, coding, approvals, routing through approval workflows, tracking order status, initiating payments, promoting electronic payment options, and resolving discrepancies. Document all relevant information in the logistics tracker and save supporting documents to the shared SharePoint site. Assist with the ordering, staging, and transportation of event materials, including pre‑ and post‑event delivery logistics. Assist with securing and coordinating necessary support personnel for events (police, fire, EMS, security, valet services) and ensure they receive appropriate orientation. Ensure vendors are paid on time and in accordance with contract terms and financial procedures. Assist with day‑of‑event production, including set‑up, check‑in, and tear‑down. Event Logistics Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish. Research, secure, and handle vendors for event services, ensuring cost‑effective solutions and compliance with Association guidelines. Plan and coordinate event details, including venues, catering, entertainment, AV, and staging, while securing necessary legal approvals. Implement risk‑reduction procedures to ensure safety and success of each event. Recruit, schedule, and train volunteers for projects and events to ensure a positive experience. Attend events to oversee setup, execution, and teardown, ensuring everything runs smoothly. Act as a point of contact for supporters, sponsors, volunteers, and attendees, providing exceptional service and support. Support Services Meet regularly with supervisors and volunteers to maintain open communication and ensure objectives are achieved. Maintain high service and communication levels by responding to internal and external inquiries professionally and timely. Perform other duties as required to support operations. Work independently and within a team on special nonrecurring and ongoing projects. Qualifications High school diploma or equivalent. At least three years of experience in purchasing, project coordination, and/or event implementation. Preferred: event planning, organizational, or consultation experience; proficiency with Zoom, Microsoft Teams, or similar web conferencing tools. Demonstrated ability to work on multiple tasks concurrently. Intermediate skills in PowerPoint, Word, and Excel; advanced knowledge preferred and may be tested. Ability to evaluate, make effective decisions, and develop alternative solutions. Teamwork skills and ability to interact with all levels of staff, volunteers, and the public. Respectful, self‑motivated, resourceful, considerate, and thoughtful. Flexibility and adaptability to changing ideas, responsibilities, and strategies. Strong report preparation, proofreading, and organizational skills. Reliable transportation required at all times; ability to transport materials to and from locations. Regular travel for events, meetings, and operational duties; occasional out‑of‑town and overnight travel. Ability to lift and move large objects, with assistance if needed. Must pass a background check. Preferred Qualifications (not required) Experience with Oracle financial system. Nonprofit experience. Experience using Tableau reports. Proficiency in Microsoft SharePoint and Teams. Vendor negotiation and contract review experience. Compensation & Benefits Hourly pay range: $21.90 to $28.10 per hour, commensurate with experience; geographic differentials may apply. Competitive base salary and regular market reviews. Performance and recognition through annual salary planning and incentive programs (eligibility depends on position). Comprehensive benefits: medical, dental, vision, disability, life insurance, retirement plan with employer match and automatic contribution, employee assistance and wellness programs, telemedicine, and medical consultation. Professional development through Heart U and Employee Resource Groups. Work‑life harmonization: minimum 16 paid days off per year (increases with seniority) and 12 paid holidays. Tuition assistance program for career development. Employment Equity Equal Opportunity Employer. Protected Veterans/Persons with Disabilities. Qualified applicants with arrest or conviction records will be considered in accordance with applicable laws. #J-18808-Ljbffr