Administrative & Project Coordinator

About The Company

The American Heart Association has been at the forefront of cardiovascular health since its founding in 1924. Over nearly a century, the organization has made significant strides in reducing cardiovascular disease-related deaths by half, reflecting its unwavering commitment to improving heart and brain health across communities. As a leading nonprofit, the American Heart Association dedicates itself to fostering a healthier future through scientific research, advocacy, education, and community-based programs. Its mission is driven by a passionate team of professionals, volunteers, and partners working collaboratively to implement innovative solutions, influence health policies, and raise awareness about heart disease and stroke prevention. The organization's extensive resources, research initiatives, and community engagement efforts aim to create equitable health outcomes for all populations, regardless of race, ethnicity, gender, or socioeconomic status.

About The Role

The American Heart Association is seeking a dedicated Strategic Initiatives Coordinator for Clinical Studies. This full-time, benefits-eligible position offers the flexibility of a home-based work environment, with a preferred location within the eastern time zone. The role is grant-funded, with current funding extending until July 31, 2031, and the potential for extension based on organizational needs and funding availability. The Coordinator will play a vital role in supporting the Clinical Studies Team through administrative and project coordination activities. This individual will be responsible for managing communications, tracking project progress, and assisting in the preparation of reports to ensure the timely and efficient execution of clinical research initiatives. The position requires a proactive, detail-oriented professional capable of working independently with minimal supervision, demonstrating strong organizational skills, and fostering positive relationships with internal teams and external stakeholders. The role also offers opportunities for professional development through resources like Heart U and local training programs, emphasizing work-life balance and personal growth.

Qualifications

• Bachelor's degree in business administration or a related field (preferred)
• Minimum of three (3) years of administrative support and/or relevant experience
• Effective written and verbal communication skills
• Excellent process management and organizational skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with database management and software applications
• Strong knowledge of business English, spelling, grammar, and punctuation
• Ability to work independently and collaboratively within a team environment
• Excellent problem-solving and customer service skills
• Ability to handle multiple priorities and adapt quickly in a fast-paced setting
• Experience in health-related fields is preferred
• Willingness to travel up to 10%, including local and overnight stays

Responsibilities

• Provide administrative and personal support to the supervisor, including calendar management, scheduling, and meeting logistics
• Plan, organize, and coordinate all aspects of meetings, including logistics, preparation, materials distribution, minute-taking, and follow-up
• Develop and manage internal and external communications, ensuring professionalism and consistency in messaging
• Serve as the primary point of contact for meeting inquiries, prioritizing requests and ensuring prompt follow-up
• Coordinate virtual and in-person meetings, including booking venues, arranging technology, preparing agendas, and documenting minutes
• Maintain and organize all administrative files, project records, and documentation, ensuring accessibility and accuracy
• Prepare background information, briefing notes, and presentation materials in advance of meetings
• Support on-site meetings, conferences, and high-level volunteer engagements
• Track project milestones, deadlines, and deliverables using project management tools, escalating issues proactively
• Manage stakeholder communications, ensuring timely responses and clear information flow
• Generate and distribute status reports to project teams and leadership
• Assist in creating and maintaining resource tracking tools, contact lists, and workflow documents
• Identify opportunities to improve administrative and project processes for enhanced efficiency
• Coordinate with Marketing and Communications teams to promote initiatives and resources
• Anticipate and manage competing priorities, flagging issues, and making recommendations as needed
• Maintain excellent communication and time management skills to meet project deadlines

Benefits

• Competitive salary range of $41,000 to $55,000, commensurate with experience
• Comprehensive health benefits including medical, dental, vision, disability, and life insurance
• Robust retirement plan with employer matching and automatic contributions
• Paid Time Off (PTO) starting at 16 days per year, increasing with seniority
• 12 paid holidays annually, including end-of-year holidays
• Employee assistance and wellness programs, along with telemedicine services
• Opportunities for professional development through Heart U and local training
• Tuition assistance programs to support ongoing education and career growth
• Flexible work arrangements promoting work-life balance