Administrative & Project Coordinator - Clinical Studies

Overview

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. You matter, and so does the impact you can make with us.

The American Heart Association has an opportunity for a Strategic Initiatives Coordinator, Clinical Studies. This position can be home-based. Preferred location in eastern time zone.

This is a full time, benefits eligible, grant funded opportunity. Current funding will expire July 31, 2031, with the possibility of extension. 

The Association offers many resources to help you maintain work-life harmonization through your changing needs and life situations. To help you be successful, you will have access to Heart U, our award-winning corporate university, as well as additional training and support, locally.

#TheAHALife is more than a company culture; it is our way of life. It embodies our commitment to work-life harmonization and is guided by our core values where our employees can thrive both personally and professionally. Discover why you will Be Seen. Be Heard. Be Valued at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X, and at heart.jobs.

Responsibilities

This individual will be responsible for personal administrative support and project coordination within the Clinical Studies Team. Responsibilities include providing administrative support to assigned staff across all aspects of their duties, as well as managing project communications, tracking progress, and preparing reports. This role requires the individual to work independently with minimal supervision, demonstrate strong project management skills, cultivate positive relationships, and maintain a results-oriented approach.

• Provide administrative and personal support to supervisor, including calendar management, scheduling, and meeting logistics.
• Plan, organize, and manage all aspects of meetings (scheduling, logistics, preparation and distribution of materials, minute-taking, and follow-up).
• Coordinate and prepare communications for internal and external stakeholders, ensuring consistent and professional messaging.
• Serve as the first point of contact for meeting inquiries with the supervisor, prioritizing requests, and ensuring appropriate follow-up.
• Support team on meetings and logistics such as planning and coordinating virtual and in-person meetings, which may include booking rooms/venues, arranging technology and materials, preparing agendas, taking minutes, meeting evaluation, and ensuring timely follow-up.
• Manage, update, and organize all administrative and project files, records, and documentation. Maintain daily and weekly knowledge of ongoing operations in assigned activities.
• Prepare for meetings by compiling agendas, gathering background information, assembling briefing notes, PowerPoint templates, and ensuring all supporting materials are ready in advance.
• Support on-site meetings, including conferences and high-level volunteer groups.
• Track project progress using project management tools. Monitor deadlines, deliverables, and escalate issues proactively.
• Coordinate and manage communications with key stakeholders on behalf of the supervisor and the project team, ensuring timely responses and clear information flow.
• Regularly generate and distribute status reports for project teams and leadership.
• Assist with creation and maintenance of resource tracking tools, contact distribution lists, and workflow documents.
• Anticipate and manage competing deadlines and priorities for both administrative and project duties, flagging issues and making recommendations where necessary.
• Proactively identify and implement enhancements to administrative and project processes for increased efficiency and effectiveness
• Maintains excellent time management and communication skills with both internal and external partners to meet project deliverables and deadlines.
• Coordinate with Marketing and Communications teams to promote initiative resources and activities.

Qualifications

• Bachelor’s degree in business administration or pertinent degree preferred.
• Three (3) years of administrative support and/or relevant experience.
• Effective written and verbal communications.
• Excellent process management and organizational skills.
• Experience with Microsoft Office suite skills including Word, Excel, PowerPoint and Outlook
• Proficiency in computer programs, including database management, and software applications.
• Knowledge of business English, spelling, grammar, and punctuation.
• Ability to work independently with minimal supervision as well as be a collaborative team player
• Ability to work in a team environment and interact with all levels of American Heart Association staff, volunteers and the public.
• Ability to be dynamic, detail-oriented, multi-task, and re-prioritize in a fast-paced environment.
• Strong problem-solving skills.
• Skill and ability in providing customer service at an excellent level to internal and external customers and partners.
• Experience in health-related fields preferred.
• Ability to travel up to 10% local and overnight stay

Compensation & Benefits

The expected pay range will be $41,000 to $55,000. Pay is commensurate with experience; geographic differentials to the pay range may apply. The American Heart Association reserves the right to pay more or less than the posted range. The American Heart Association invests in its people. Here are the main components of our total rewards package.  Visit Rewards & Benefits to see more details.

• Compensation – Our goal is to ensure you have a competitive base salary.  That’s why we regularly review the market value of jobs and make adjustments, as needed.
• Performance and Recognition – You are rewarded for achieving success by merit increases and incentive programs;  eligibility for an incentive program is based on the type of position.  
• Benefits – We offer a wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution.  As a mark of our commitment to employee well-being, we also offer an employee assistance program, employee wellness program and telemedicine, and medical consultation.
• Professional Development – You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program.  HeartU is the Association’s national online university, with more than 100,000 resources designed to meet your needs and busy schedule.
• Work-Life Harmonization – The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees.  The number of days will increase based on seniority level.  You will also have a total of 12 paid holidays off each year, which includes several days off at the end of the year.
• Tuition Assistance - We support the career development of all employees.  This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities, or for potential future positions in the organization.

 

The American Heart Association’s 2028 Goal: Building on over 100 years of trusted leadership in cardiovascular and brain health, by 2028 the Association will drive breakthroughs and implement proven solutions in science, policy, and care for healthier people and communities. The greatest discoveries in health must reach everyone where they are.

At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives, regardless of race, ethnicity, gender, gender identity, religion, age, language, sexual orientation, national origin and physical or cognitive abilities.This position not a match with your skills?  Click here to see other opportunities.

In accordance with local and state laws where applicable, qualified applicants with arrest or conviction records will be considered for employment.

EOE/Protected Veterans/Persons with Disabilities

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