Administrative & Project Coordinator, Clinical Studies

American Heart Association • Dallas, TX

3d • $41,000 - $55,000 • Remote

About The Position

The American Heart Association is hiring a full-time, benefits-eligible, grant-funded coordinator for its Clinical Studies Team. The position can be home-based, with a preferred location in the Eastern Time Zone. Current funding is expected to expire July 31, 2031, with the possibility of extension.

The coordinator provides personal administrative support and project coordination to the supervisor and assigned staff. The role involves managing calendars, meetings, communications, records, project timelines, and status reporting. The person will work independently with minimal supervision, build positive relationships, and support effective, results-oriented project delivery. Travel of up to 10% is required, 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 a team player.
• 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, organize, and manage meetings, including scheduling, logistics, preparation and distribution of materials, minute-taking, and follow-up.
• Coordinate and prepare professional communications for internal and external stakeholders.
• Act as the first point of contact for meeting inquiries with the supervisor, prioritizing requests and ensuring 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 following up.
• Support on-site meetings, including conferences and high-level volunteer groups.
• Manage, update, and organize administrative and project files, records, and documentation; maintain current knowledge of ongoing operations in assigned activities.
• Prepare meeting materials, including agendas, background information, briefing notes, PowerPoint templates, and supporting documents.
• 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 regular project status reports to teams and leadership.
• Assist with creating and maintaining resource tracking tools, contact distribution lists, and workflow documents.
• Manage competing deadlines and priorities, flag issues, and make recommendations where necessary.
• Identify and implement improvements to administrative and project processes.
• Maintain effective time management and communication with internal and external partners to meet deliverables and deadlines.
• Coordinate with Marketing and Communications teams to promote initiative resources and activities.

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 resources, including Employee Resource Groups, a mentoring program, and HeartU online learning resources.
• Paid Time Off, with a minimum of 16 days per year for new employees; accrual increases 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