[Hiring] Project Coordinator @American Heart Association

Role Description

The Project Coordinator supports the successful execution of implementation science initiatives and implementation studies through project coordination, operational support, stakeholder engagement, and program administration. Working closely with internal staff, healthcare organizations, volunteers, and external stakeholders, this role coordinates meetings and events, maintains project documentation and databases, supports reporting activities, and ensures smooth day-to-day program operations.

• Support day-to-day operations of initiatives, including scheduling internal, external, and cross-team meetings and in-person events, managing agendas, capturing detailed notes and action items, tracking team metrics and participation, coordinating materials, and maintaining documentation.
• Provide scheduling and administrative support to program leadership, including calendar coordination and internal as well as external meeting invitation management.
• Develop, input, and maintain information in appropriate computer software programs, including CRM and event-specific software.
• Handle financial tasks, including paying invoices, processing and tracking expenses, including volunteer reimbursements.
• Support virtual and in-person meeting logistics and technology, including participant communications, registration and reminder communications, attendance and participation tracking, event logistics, and post-event follow-up.
• Serve as a support contact for participating health systems, coordinating communications and contact lists, responding to inquiries, facilitating engagement activities, and assisting with onboarding new sites, including orientation materials and logistics.
• Prepare and maintain project documentation, status reports, site reports, dashboards, meeting summaries, internal stakeholder updates, and performance updates aligned with collaborative goals and KPIs.
• Assist with development and dissemination of program materials, templates, and resources and maintain organized program files and resources within SharePoint and other collaboration platforms.

Qualifications

• High School Diploma or equivalent
• 3 years of relevant experience
• Administrative and/or project coordination experience
• Ability to handle multiple projects simultaneously and meet specified timelines
• Administrative expertise with sophisticated clerical responsibilities and data management
• Effective verbal and written communication skills
• Effective interpersonal skills with proven ability to develop collaborative working relationships internally and externally
• Ability to coordinate, plan and implement corporate events, both in-person and digital experiences
• Proficiency with Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, and Teams. Experience working with CRM, project management, or database systems is a plus

Requirements

• Preferred Qualifications:
• Bachelor’s degree in public health, health administration, research, or related field
• Familiarity with healthcare quality improvement or clinical program implementation
• Exposure to cardiovascular care, prevention, or population health initiatives
• Experience working with clinical stakeholders (e.g., physicians, nurses, administrators)
• Knowledge of basic data tracking, reporting, or research processes

Benefits

• The expected pay range will be $45,000 to $55,000. Pay is commensurate with experience; geographic differentials to the pay range may apply.
• 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 through annual salary planning 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.
• Professional Development: You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program. Heart U 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.