Program Coordinator

Overview

Now is the time to join us and make a difference. Be a relentless force for a world of longer, healthier lives.  Here at the American Heart Association, you matter and so does your career.

The Program Coordinator provides administrative and technical support services in the American Heart Association  research awards process and day-to-day management services for investigators and their institutional grants and fiscal officers. They would conduct data quality reviews for the team and assist customers in understanding and interpreting American Heart Association policies and procedures to ensure compliance on awards.

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 our company culture, our way of life, reflecting our diversity, equity & inclusion, our focus on work-life harmonization and our Guiding Values. Discover why you will Be Seen. Be Heard. Be Valued™ at the American Heart Association by following us on LinkedIn, Instagram, Facebook, X (formerly Twitter), and at heart.org.

Responsibilities

Applications and Peer Review

• Responsible for providing coordination and administrative support for pre-award activities including support for application processes and peer review within the American Heart Association research enterprise.
• Assist with identifying and researching peer reviewers across various specialties.
• Assists with the apply@heart.org inbox and answer questions/routes inquiries accordingly and in a timely fashion with excellent customer service.
• Assists with research communications (newsletters, web edits, email promotions, social media, updating/acquiring distribution lists, etc.).
• Assists with updating existing lists of minority serving institutions’ grants officers and researching/suggesting additional lists
• Supports awardee engagement activities including meeting coordination, electronic communications, and other duties as assigned.
• Handles project workflow, assignments, timelines, and final deadlines for designated pre-award and peer review assignments.
• Utilizes vendor and/or AHA systems (e.g. ProposalCentral) efficiently and competently to complete duties/projects.
• Assists with pre-award marketing efforts which may include updating on-line content, distribution of marketing materials and surveys, or additional communications as needed to
• Edits critiques within assigned peer review committees.
• Assist with updating surveys, training materials, and other applications and peer review documents as needed.

Awards Management: 

• Assist with notification to research applicants and institutions.
• Assist with contract agreements for awarded projects.
• Assist with award activation process (collecting forms and resolving concerns).
• Supervises awards for compliance with American Heart Association  policies and procedures.
• Assist with active awards, change requests and related inquiries
• Assist with award payment process.
• Assist with record retention of award agreements and payment information.
• Provide information and consultation to all customer groups (awardees, institutional personnel, and sponsors).

Add Special Projects: 

• Data Quality Reviews to evaluate the accuracy of information and payments for transferring and terminating awards and documents findings to management.
• Supports annual institutional audit.
• Assist management with special projects as needed/assigned. 

Want to help get your resume to the top?  Take a look at the experience we require:

Qualifications

• High School Diploma or GED.
• Minimum two (2) years of related experience required.
• Strong customer service and organizational skills.
• Ability to communicate information accurately and optimally to diverse audiences.
• Experience working with databases and electronic reporting tools.
• Strong attention to detail.
• Strong computer skills (Word, Pwr. Point, Excel.).

Here are some of the preferred skills we are looking for:

• Bachelor’s degree from a four-year college or university.
• Experience handling application, notification and awards processes preferred.
• Experience in research administration with a funding organization.
• Experience / proficiency with electronic research administration system.
• Experience working with volunteers, particularly science volunteers.

Compensation & Benefits

The American Heart Association invests in its people. Here are the main components of our total rewards package.  Visit Rewards & Benefits to see more details.

• 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 by merit increases and incentive programs, 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.  As a mark of our commitment to employee well-being, we also offer an employee assistance program, employee wellness program and telemedicine, and medical consultation.
• Professional Development – You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program.  HeartU 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.

The American Heart Association’s 2024 Goal: Every person deserves the opportunity for a full, healthy life. As champions for health equity, by 2024, the American Heart Association will advance cardiovascular health for all, including identifying and removing barriers to health care access and quality.

At American Heart Association | American Stroke Association, our mission is to be a relentless force for a world of longer, healthier lives, regardless of race, ethnicity, gender, gender identity, religion, age, language, sexual orientation, national origin and physical or cognitive abilities. We're committed to ensuring our workforce, workplace culture and mission have a shared impact across a diverse set of backgrounds.This position not a match with your skills?  Click here to see other opportunities.

EOE/Protected Veterans/Persons with Disabilities