Administrative Coordinator

The Heart Failure Society of America (HFSA), the industry leading heart failure non-profit association, has an immediate opening for an Administrative Coordinator. This role is charged with working with senior management and coordinating administrative duties. This position plays an integral role in office management and continuous improvement of processes and procedures. This is a virtual position and affords maximum flexibility for work life-balance. Travel is required to in-person meetings, including periodic staff meetings, the annual scientific meetings, and others as needed.

Duties:

Assistant to staff

• Handles administrative functions for the CEO including but not limited to scheduling meetings, maintaining calendars, contact lists, conference registrations, etc.
• Provide support for scheduling and operational reporting requests
• Assist with assignments given by staff as requested.

Administration, Membership, and Finance

· Provide administrative support to office including answering phone calls

· Manage Information inbox email

· Monitoring and maintaining inventory for all office supplies

• Coordinate shipping of supplies and materials for meetings and events
• Organizing and maintain office e-files and records
• Prepare monthly reports for Accounting
• Serves as the primary membership liaison by assisting members with membership issues and concerns. Responds to, or routes to the appropriate individual, inquiries received via incoming calls or email. Identifies trends from membership inquires received to improve overall membership satisfaction.
• Membership database management and support
• Assists in processing membership applications, changes to member profiles and types, as well as all check, credit card, and electronic transfer membership renewals and new application payments. Follows up on unidentifiable payments.
• Under the supervision of the Director of Membership, assists with scheduling committee/work group meetings and taking notes during calls
• Receive and post checks and invoices

· Prepare, reconcile, and submit expense reports, as directed

· Maintain confidential and sensitive information

· Additional duties as assigned

Qualifications and Skills

· Advanced experience with Microsoft Office applications (MS Outlook, Word, Excel, and PowerPoint, Teams, and SharePoint)

· Strong attention to detail and the ability to work independently.

· Self-starter, demonstrates initiative, flexible, and with a can-do attitude

· Ability to apply common sense and good judgment in completing assignments and in prioritizing competing priorities

· Ability to successfully interact and communicate with all levels of staff in an organization

· Excellent communication, organizational skills, and ability to follow-through on a broad range of administrative duties and to work effectively in a team environment.

· Resourceful and able to “think outside the box”

Additional Qualifications & Experience:

• Non-profit experience preferred
• Administrative Assistant: 2-3 years
• Ability to travel to in-person annual meeting and events (1-2 times per year)

Additional Salary Information: HFSA offers a very competitive salary and a comprehensive benefits package including health, dental, vision, disability, group life and AD&D, 13 paid holidays, paid time off starting at 15 days per year, 7 days paid sick-leave, and a 401(k)-retirement plan with an employer paid match up to 6% of wages.

Job Type: Full-time

Pay: $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: Remote