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 experienceEffective written and verbal communication skillsExcellent process management and organizational skillsProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Experience with database management and software applicationsStrong knowledge of business English, spelling, grammar, and punctuationAbility to work independently and collaboratively within a team environmentExcellent problem-solving and customer service skillsAbility to handle multiple priorities and adapt quickly in a fast-paced settingExperience in health-related fields is preferredWillingness 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 logisticsPlan, organize, and coordinate all aspects of meetings, including logistics, preparation, materials distribution, minute-taking, and follow-upDevelop and manage internal and external communications, ensuring professionalism and consistency in messagingServe as the primary point of contact for meeting inquiries, prioritizing requests and ensuring prompt follow-upCoordinate virtual and in-person meetings, including booking venues, arranging technology, preparing agendas, and documenting minutesMaintain and organize all administrative files, project records, and documentation, ensuring accessibility and accuracyPrepare background information, briefing notes, and presentation materials in advance of meetingsSupport on-site meetings, conferences, and high-level volunteer engagementsTrack project milestones, deadlines, and deliverables using project management tools, escalating issues proactivelyManage stakeholder communications, ensuring timely responses and clear information flowGenerate and distribute status reports to project teams and leadershipAssist in creating and maintaining resource tracking tools, contact lists, and workflow documentsIdentify opportunities to improve administrative and project processes for enhanced efficiencyCoordinate with Marketing and Communications teams to promote initiatives and resourcesAnticipate and manage competing priorities, flagging issues, and making recommendations as neededMaintain excellent communication and time management skills to meet project deadlines Benefits Competitive salary range of $41,000 to $55,000, commensurate with experienceComprehensive health benefits including medical, dental, vision, disability, and life insuranceRobust retirement plan with employer matching and automatic contributionsPaid Time Off (PTO) starting at 16 days per year, increasing with seniority12 paid holidays annually, including end-of-year holidaysEmployee assistance and wellness programs, along with telemedicine servicesOpportunities for professional development through Heart U and local trainingTuition assistance programs to support ongoing education and career growthFlexible work arrangements promoting work-life balance Equal Opportunity The American Heart Association is an equal opportunity employer committed to creating an inclusive environment for all employees and applicants. We welcome candidates of all backgrounds, regardless of race, ethnicity, gender, gender identity, religion, age, sexual orientation, national origin, or physical or cognitive abilities. We consider qualified applicants with arrest or conviction records in accordance with applicable laws and regulations. Our organization values diversity and is dedicated to fostering a workplace where everyone can thrive and contribute to our mission of building healthier lives.