Operations Analyst, Clinical Studies

Since our founding in 1924, we've cut cardiovascular disease deaths in half, but there is still so much more to do. To overcome today’s biggest health challenges and accelerate this progress, we need passionate individuals like you. Join our movement, be part of the progress, and help ensure a healthier future for all. This position is home-based, full-time, and benefits-eligible, funded by a grant set to expire on June 30, 2028, with the possibility of extension.

About the role

The Operations Analyst, Clinical Studies supports the operational, financial, contracting, and project management activities of the Clinical Research Department. This role assists with the management of clinical study operations, including contract administration, budget tracking, reporting, invoicing, procurement, and project coordination. The Operations Analyst collaborates with internal teams, external vendors, study sites, and sponsors to ensure efficient execution of operational processes and compliance with organizational and grant requirements.

Responsibilities

• Support day-to-day clinical study operations, including project coordination, expense management, procurement activities, invoice processing, budget tracking, and operational reporting.
• Assist with the administration of clinical study contracts, including tracking contract status, coordinating reviews, maintaining documentation, and supporting communications with study sites, hospitals, vendors, sponsors, and internal stakeholders.
• Serve as a liaison across teams, including Finance, Legal, Procurement, Technology, and Clinical Research teams, to support the timely execution of operational activities and deliverables.
• Maintain project plans, timelines, trackers, reports, and documentation to support multiple clinical studies, registries, and research initiatives.
• Assist with budget development, maintenance, reconciliation, and monitoring across grant-funded and departmental projects. Support the preparation of budget reports and variance analyses for department leadership.
• Prepare, maintain, and distribute recurring operational, financial, and project status reports. Monitor data quality and identify discrepancies requiring follow-up.
• Coordinate meetings, action items, and operational deliverables among internal teams, external vendors, study sites, and research partners.
• Utilize vendor and/or American Heart Association systems (e.g., Optimus, Oracle, etc.) efficiently and competently to process invoices, contracts, requisitions, and expenses.
• Support vendor management activities, including invoice processing, purchase requisitions, contract documentation, and maintenance of related records.
• Identify opportunities for process improvement, workflow optimization, and operational efficiencies; assist with implementing and documenting improved processes.
• Develop and maintain standard operating procedures, training materials, and process documentation to support consistent operational practices.
• Support special projects and department initiatives as assigned.

Qualifications

• Bachelor's Degree or equivalent combination of education and relevant work experience. Master’s Degree preferred.
• Two (2) years of professional experience in project coordination, operations, program administration, clinical research, healthcare administration, finance, grants management, or related fields.
• Experience coordinating multiple projects and managing competing priorities in a deadline-driven environment.
• Experience supporting budgeting, invoicing, expense management, procurement, contract administration, or operational reporting.
• Strong written and verbal communication skills with the ability to work effectively with internal and external stakeholders.
• Strong organizational skills and attention to detail.
• Ability to analyze information, identify issues, and support implementation of solutions.
• Excellent oral and written communication skills, with the ability to communicate with all levels of staff and technology/non-technology audiences.
• Ability to concurrently manage multiple projects and reprioritize ongoing work.
• Intermediate proficiency in Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, and SharePoint.
• Ability to travel up to 10%, including overnight travel.

Preferred Experience

• Experience supporting clinical research studies, registries, healthcare programs, grants, or quality improvement initiatives.
• Experience working with contracts, vendor management, procurement, or budget administration.
• Experience developing reports, dashboards, trackers, or process documentation.
• Experience working in a fast-paced environment with multiple concurrent priorities and deadlines.
• Experience using enterprise systems for financial, contract, or project management activities.
• Experience supporting cross-functional teams and external partners.

Pay

The expected pay range for this role is $60,000 to $70,000. Pay is commensurate with experience; geographic differentials may apply.

Benefits

• Compensation: Competitive base salary with regular market value reviews. Performance-based incentives available depending on position.
• Health & Insurance: Medical, dental, vision, disability, and life insurance. Employee assistance program, wellness program, and telemedicine services.
• Retirement: Robust retirement program with employer match and automatic contribution.
• Time Off: Minimum of 16 days of Paid Time Off (PTO) per year for new employees, increasing with seniority. 12 paid holidays annually, including year-end days off.
• Professional Development: Access to Heart U, an award-winning corporate university with over 100,000 resources. Opportunities to join Employee Resource Groups (ERGs) or participate in mentoring programs.
• Work-Life Harmonization: Commitment to supporting employees through changing life situations.
• Tuition Assistance: Financial support for employees pursuing further education and career development related to their role or potential future positions.