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 after approximately 1 year, 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 applica