Administrative & Project Coordinator

About The Company

The American Heart Association, established in 1924, has been at the forefront of cardiovascular health initiatives for nearly a century. With a mission to be a relentless force for a world of longer, healthier lives, the organization has significantly contributed to reducing cardiovascular disease deaths by half. Dedicated to scientific research, advocacy, community education, and health promotion, the American Heart Association strives to create a future where everyone has the opportunity to live a longer, healthier life. The organization values diversity, inclusion, and innovation, fostering an environment where employees can thrive both personally and professionally. Through its extensive resources, partnerships, and community outreach programs, the American Heart Association continues to lead efforts in improving heart and brain health across the globe.

About The Role

The American Heart Association is seeking a highly organized and proactive Strategic Initiatives Coordinator, 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 expected to last approximately one year, with potential for extension based on organizational needs and funding availability. The coordinator will play a pivotal role within the Clinical Studies Team by providing administrative support, managing project communications, and coordinating logistics for various clinical research initiatives. The successful candidate will demonstrate strong project management skills, the ability to work independently, and excellent communication abilities. This position offers an opportunity to contribute meaningfully to impactful health research initiatives, supporting the organization’s mission to improve cardiovascular health outcomes.

Qualifications

• Bachelor's degree in business administration, health sciences, or a related field (preferred)
• Minimum of three (3) years of experience in administrative support or relevant roles
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with database management and project management software
• Strong written and verbal communication skills
• Excellent organizational and process management skills
• Able to work independently with minimal supervision
• Demonstrated ability to multitask and prioritize in a fast-paced environment
• Strong problem-solving skills and attention to detail
• Experience in health-related fields is preferred

Responsibilities

• Provide comprehensive administrative support to the Clinical Studies Team, including calendar management, scheduling, and meeting coordination
• Plan, organize, and execute meetings, including preparing agendas, managing logistics, and taking minutes
• Cook up and draft communication materials for internal and external stakeholders, ensuring professionalism and consistency
• Serve as the primary point of contact for meeting inquiries, prioritizing requests and ensuring timely follow-up
• Support the organization of virtual and in-person meetings, including booking venues, arranging technology, and preparing materials
• Maintain and organize all project files, records, and documentation for easy access and retrieval
• Prepare background information, briefing notes, and presentation materials for meetings
• Aid in on-site meetings, conferences, and high-level volunteer engagements
• Track project progress using project management tools, monitor deadlines, and escalate issues proactively
• Cook up communication with project stakeholders, ensuring timely responses and effective information flow
• Generate and distribute status reports to team members and leadership
• Maintain resource tracking tools, contact lists, and workflow documentation
• Identify opportunities to improve administrative and project processes for enhanced efficiency
• Cook up and promote initiatives and resources with the Marketing and Communications teams
• Anticipate and manage competing priorities, flagging issues and recommending solutions

Benefits

• Competitive salary range of $41,000 to $55,000, commensurate with experience
• Comprehensive health benefits including medical, dental, and vision insurance
• Disability and life insurance coverage
• Roadworthy 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
• Access to Heart U, the organization’s online university with over 100,000 resources for professional development
• Opportunities for professional growth through Employee Resource Groups and mentoring programs

Equal Opportunity

The American Heart Association is an equal opportunity employer committed to diversity and inclusion. We encourage applications from all qualified individuals, regardless of race, ethnicity, gender, gender identity, sexual orientation, religion, age, disability, or veteran status. We value the unique perspectives and experiences each individual brings and are dedicated to creating a welcoming and supportive work environment. Qualified applicants with arrest or conviction records will be considered for employment in accordance with applicable laws. We are proud to support a workplace that reflects the communities we serve and believe in providing equal employment opportunities to all.