American Heart Association Office Manager, Business Ops - St. Louis in St. Louis, Missouri

Office Manager, Business Ops - St. Louis

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Job Description

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

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.

The American Heart Association (AHA) has an excellent opportunity for a Office Manager, Business Operations in our Midwest Affiliate office located in St. Louis, MO. The Office Manager will provide administrative support that helps ensure effective execution of American Heart Association health impact goals and objectives in the Business Operations division of the Corporate Operations Department. As Office Manager – St Louis, MO office, the Administrative Associate coordinates office schedules and activities, supports all functions of the office, provides field supervision to Building Services Associate and provides business operations support to the St Louis office and all offices of the Midwest Affiliate.

Major Responsibilities:

  • As Office Manager, serves as key point of contact for all business operations functions (facility management and office management) in the St Louis office. Serves as Field Supervisor for the Building Services Associate. Responsible for the maintenance, orderliness and tidiness of all areas of the St Louis building.

  • As Receptionist, establish and maintain superior customer service relations with staff, vendors, and other customers by providing professional and friendly assistance within best practice guidelines, with proactive resolution of issues or needs.

  • Maintains working knowledge of Affiliate budget numbers and accounting practices and is responsible for coding external billings, check requests and other Finance activities as directed.

  • Participates in the rotation of staff responsible for mail opening and income processing.

  • Serves as back-up for all mail room duties in the absence of the Building Services Associate. This includes the processing of all outgoing mail and UPS to meet daily deadlines.

  • Responsible for the receipt of all deliveries to the office and the timely communication of material delivery to appropriate staff.

  • Supports the Midwest Affiliate Human Resource Department by providing clerical support, as requested, with specific duties for business card ordering for all MWA staff.

  • Supports the business operations function of the Midwest Affiliate by providing administrative support to business continuity plan implementation/testing, annual emergency preparedness training, facility database and SharePoint site maintenance.

  • Maintains an orderly filing system, both electronic and paper, for correspondence, reports, financial records, and other documents.

  • Orders kitchen, office and mailroom supplies as needed and works with vendors to ensure the smooth operation of the St Louis office. This also includes developing and maintaining sufficient inventory of other department materials. Coordinates supply orders for MWA home office staff.

  • Ensure that the meeting rooms, break rooms and copier stations are inspected daily to ensure the necessary supplies are available for staff use.

  • Keep the Vice President of Business Operations informed of any facility management issues (building or equipment related).

  • Performs online web-based searches and research tasks.

  • Assists in the physical set-up of events – both in the building and at sites outside the building – as requested.

  • Run occasional errands i.e. food pick up, material pick up, material drop off.

  • Willingness to accept other duties and responsibilities as assigned by the Vice President of Business Operations and Senior Vice President of Corporate Operations.

Required Skills

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.

  • Must have at least 2 years of experience in a related role

  • 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 is preferred. These skills are subject to testing.

  • 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.

  • Ability to function independently with minimal supervision.

  • Ability to acquire understanding and absorb new information rapidly.

  • Proven background and willingness to work in an atmosphere requiring flexibility and change.

  • Must pass background checks.

  • Must be at least 18 years old.

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.

So, are you ready to work for the largest voluntary health organization dedicated to fighting heart disease, stroke and other cardiovascular diseases? Click on “New Resume” (or “Existing Resume” if you have previously applied to AHA positions) to submit your online application. Only those candidates deemed most qualified by the hiring manager will be contacted to interview.

Click here to see other opportunities with the American Heart Association. 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 at RECOMMENDED Keywords: Finance, IT, Program Manager, Program Management, Project Manager, Project Management, project coordinator, project coordination, operations manager, operations management, programming, developer, development, training, legal, attorney, accounts payable, accounts receivable, office manager, office management, customer service, customer care, team lead, customer service specialist, web, web analytics, executive assistant, administrative assistant, coordinator, business technology, information technology, procurement, technology coordinator, help desk, IT Support, instructional designers, web design jobs, HR jobs, accounting jobs, finance jobs, IT jobs, technology jobs, admin jobs, training jobs, legal jobs, American Heart Association, AHA, aha jobs,, @AHAJobs, job, career, careers, #wearehiring #theahalife,@theahalife, St. Louis, Saint Louis, Missouri, MO, 63141, 314, 636, 618, 573

Job Location

St. Louis, Missouri, United States

Position Type


Job Category: Administrative/Clerical

EOE Minorities/Females/Protected Veterans/Disabled