[Hiring] Senior Project Coordinator @American Heart Association

Role Description

The American Heart Association (Heart Association) has an excellent opportunity for a Sr. Project Coordinator in its California Tobacco Endgame Center (Tobacco Endgame Center) for Organizing & Engagement, which is part of the Heart Association’s Advocacy Department. (Home-based work is available in California)

In this role, you will be responsible for providing coordination and administrative support for the Tobacco Endgame Center, which provides training, technical assistance, and resources to support local and statewide projects funded by the California Tobacco Prevention Program (CTPP) in their efforts to pass local tobacco policies and advance tobacco prevention, generally. Responsibilities include:

• Preparing and distributing communications
• Scheduling meetings and events
• Supporting Tobacco Endgame Center trainings and other organizing efforts based on project assignments
• Operations and budgeting responsibilities associated with the Tobacco Endgame Center’s work

This is a full-time, benefits-eligible, grant funded/fixed-term opportunity. Current funding will expire on June 30, 2029, with the potential for extension.

Reporting to the Sr. Manager, Operations, the Sr. Project Coordinator will provide operational support to the Tobacco Endgame Center’s Project Director, Principal Investigator (PI), and implementation team members.

Responsibilities

• Provide coordination, logistical and administrative support for project meetings, trainings, and technical assistance activities.
• Assist in the development and maintenance of the Tobacco Endgame Center’s website.
• Assist writing and distributing the Tobacco Endgame Center’s monthly e-newsletter.
• Produce and distribute communications through the state tobacco prevention website and the Tobacco Endgame Center’s listservs through Salesforce.
• Ensure expenses and invoices are accurately completed, submitted, reviewed, approved, and reimbursed promptly.
• Develop, monitor, and adjust budgets to align with project resource needs, funding requirements, and CTPP cost principles.
• Coordinate the completion of required forms for contractors and consultants, submit to Optimus and monitor the approval processes.
• Maintain SharePoint folders, upload and track project items or project activities for the Tobacco Endgame Center’s submitted annual/bi-annual progress report, or for Scientific Review.
• Coordinate the development of the Tobacco Endgame Center’s 6-month progress reports.
• Submit any annual budget updates or communications to the funding agency through appropriate agency portals.

Qualifications

• High school diploma or equivalent experience
• At least five (5) years of relevant experience
• Competence with Outlook, Word, Excel, PowerPoint, and Salesforce
• Strong verbal and written communication skills, including professional interaction with colleagues
• Detail-oriented with experience who can manage project tasks, track timelines, and facilitate communication across the Center team
• Interest and/or experience in public health, tobacco prevention, public policy and/or an interest in non-profit advocacy
• Understanding of financial systems, financial accounting, expense management, contract management, and budget development
• Familiarity with state, federal, and/or foundation grant making entities and their operational and compliance processes

Benefits

• Expected pay range will be $65,000-$75,000. Pay is commensurate with experience; geographic differentials to the pay range may apply.
• The American Heart Association invests in its people. Here are the main components of our total rewards package:
• Compensation: Regular reviews of market value of jobs and adjustments as needed.
• Performance and Recognition: Rewards for achieving success through annual salary planning and incentive programs.
• Benefits: 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: Join Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program. Access to Heart U, the Association’s national online university.
• Work-Life Harmonization: Paid Time Off (PTO) at a minimum of 16 days per year for new employees, increasing based on seniority level, plus 12 paid holidays off each year.
• Tuition Assistance: Financial assistance for employees wishing to further their education and career.