• Title

  • Non Profit Specialist

    Posted: 01/05/2022

    Heartbeat International Foundation, Inc. (HBI) is a US based 501©3 organization which operates a global network of Heart Centers through which cardiac rhythm management devices are implanted in individuals who cannot afford the devices or the surgeries required to save their lives. 


    HBI seeks an experienced individual in the non profit service field to serve as an integral part of its executive home office team (Tampa, FL).  


    The ideal candidate will be experienced in handling a wide range of compliance management, inventory control and administrative support related tasks as well as daily office management duties. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting the executive team and Board of Directors of a small but growing organization.


    The ability to interact with individuals at all levels, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.


    Reports To:    Executive Director and Chairman of the Board



    • Independent, self-starter with the ability to make good decisions without constant direction
    • Stature and confidence to build relationships and credibility internally and externally
    • Expert level communicator who is comfortable using a variety of written and verbal methods to work with executives and office staff
    • Trustworthy and mature professional able to handle confidential information in an appropriate manner
    • Strong project manager with proven track record of completing short-term tasks under time-sensitive deadlines, while continuing to manage on-going long-term projects
    • Motivated learner
    • Natural organizer
    • Demonstrated competence in MS Office, including Word, Excel, PowerPoint, and Outlook
    • Innate ability to learn new software and technologies


    Duties and Responsibilities:


    1) Compliance Control for Inventory and Heart Centers

    • Responsible for reporting to Compliance Officer regarding Heart Center compliance with both HBI policy and manufacturer requirements
    • Create and distribute monthly reports to HBI executive team and HBI donors regarding Heart Center compliance
    • Compliance includes adherence to HBI Heart Center Policies as well as Patient Documentation and Device usage
    • Other compliance tasks as assigned



    2) Heart Center Correspondence and Database Management support

    • Assists in the preparation and creation of newsletters to Heartbeat International Heart Centers and Database.  Newsletters may be electronic.
    • Assists in preparation and distribution of Memorandums and criteria updates to all Heart Centers
    • Assists in tracking Inventory and Patient Reports for Heart Centers as needed; provides reports as necessary
    • Assists in the shipping of devices to Heart Centers as needed
    • Other tasks as assigned


    3) Support to the executive team (Executive Director & Chairman of the Board):

    • Handle incoming and outgoing communications
    • Responsible for calendar management to coordinate a variety of executive meetings, both on-site and off-site
    • Arrange travel schedules and reservations for the executive team
    • Prepare agendas and make arrangements for staff meetings and retreats
    • Compile, transcribe, and distribute notes from meetings
    • Assist the executive team with special projects
    • Other tasks as assigned.


    4) Manage the Activities of the Board of Directors and committees:

    • Lead the development of agendas for in-person or virtual Board of Directors meetings and monthly committee meetings
    • Prepare and distribute minutes and back up materials for Board of Directors and committee meetings
    • Solicit and compile information from each member of the executive team for a monthly update email to the Board
    • Manage the annual Board elections process, including formation of the nominating committee, call for candidates from the membership, and elections process
    • Manage the development and implementation of an orientation program for new Board members
    • Maintain contact list and other records for Board of Directors
    • Other tasks as assigned


    5) Office management:

    • Receives and screens telephone calls and emails
    • Collects and processes mail
    • Maintains filing system for correspondence electronicvally and via paper
    • Researches, compiles and summarizes a variety of information or statistical materials
    • Organizes and maintains various administrative reference and follow up files; purges files as needed
    • Organizes own work, sets priorities and meets critical deadlines; ensures such deadlines are met by other staff
    • Participates in training of other staff and modifies office applications using available software as needed
    • Other tasks as assigned


    6)  Event planning support

    • Works special events and accepts lead roles as assigned
    • Works with team to coordinated all aspects of an event as assigned
    • Helps to secure donated items and sponsorships for events
    • Assists in marketing and promotions regarding events
    • Other tasks as assigned