Administrative & Project Coordinator, Clinical Studies

American Heart Association • Dallas, TX

2d • Remote

About The Position

The American Heart Association is hiring a coordinator to provide personal administrative support and project coordination for its Clinical Studies Team. This home-based, full-time, benefits-eligible position is grant funded; current funding is expected to expire July 31, 2031, with the possibility of extension. The preferred location is in the Eastern time zone.

The coordinator supports assigned staff across their duties and manages project communications, progress tracking, and reporting. The role requires working independently with minimal supervision, applying strong project management skills, building positive relationships, and maintaining a results-oriented approach. The position may involve travel up to 10%, including local travel and overnight stays.

Requirements

• Three years of administrative support and/or relevant experience.
• Effective written and verbal communication skills.
• Excellent process-management and organizational skills.
• Experience with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Proficiency with computer programs, including database management, and software applications.
• Knowledge of business English, spelling, grammar, and punctuation.
• Ability to work independently with minimal supervision and collaboratively as part of a team.
• Ability to work in a team environment and interact with all levels of staff, volunteers, and the public.
• Ability to be dynamic, detail-oriented, multitask, and reprioritize in a fast-paced environment.
• Strong problem-solving skills.
• Ability to provide excellent customer service to internal and external customers and partners.
• Ability to travel up to 10%, including local travel and overnight stays.

Nice To Haves

• Bachelor’s degree in business administration or a pertinent field preferred.
• Experience in health-related fields preferred.

Responsibilities

• Provide administrative and personal support to the supervisor, including calendar management, scheduling, and meeting logistics.
• Plan and manage meetings, including scheduling, logistics, preparation and distribution of materials, minute-taking, and follow-up.
• Coordinate and prepare communications for internal and external stakeholders, maintaining consistent and professional messaging.
• Serve as the first point of contact for meeting inquiries with the supervisor, prioritize requests, and ensure appropriate follow-up.
• Coordinate virtual and in-person meetings, including booking rooms or venues, arranging technology and materials, preparing agendas, taking minutes, evaluating meetings, and ensuring timely follow-up.
• Support on-site meetings, including conferences and meetings with high-level volunteer groups.
• Manage, update, and organize 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 and PowerPoint templates, and ensuring supporting materials are ready in advance.
• Track project progress using project management tools, monitor deadlines and deliverables, and proactively escalate issues.
• Coordinate communications with key stakeholders on behalf of the supervisor and project team, ensuring timely responses and clear information flow.
• Generate and distribute status reports for project teams and leadership.
• Assist with creating and maintaining resource-tracking tools, contact distribution lists, and workflow documents.
• Manage competing deadlines and priorities across administrative and project duties, flag issues, and make recommendations where necessary.
• Identify and implement improvements to administrative and project processes to increase efficiency and effectiveness.
• Coordinate with Marketing and Communications teams to promote initiative resources and activities.
• Use time-management and communication skills to meet project deliverables and deadlines with internal and external partners.

Benefits

• Medical, dental, vision, disability, and life insurance.
• Retirement program with employer match and automatic contribution.
• Employee assistance program, employee wellness program, telemedicine, and medical consultation.
• Professional development through Employee Resource Groups, a professional mentoring program, and HeartU, the Association’s online university.
• Paid time off of at least 16 days per year for new employees, increasing with seniority.
• 12 paid holidays each year, including several days off at the end of the year.
• Tuition assistance for education related to current duties, responsibilities, or potential future positions.
• Merit increases and incentive programs, with incentive eligibility based on position type.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed