Project Coordinator - job 1 of 5

As a Project Coordinator at the American Heart Association, you'll be responsible for coordinating and monitoring project timelines, preparing communications, managing event logistics, and handling operational budgets. You'll communicate directly with clients to organize and manage assigned projects, recruit volunteers, and collaborate with vendors to ensure everything runs smoothly.

To qualify for the Project Coordinator role at the American Heart Association, you need a High School Diploma or equivalent, along with three years of experience in project coordination and basic accounting processes. Strong communication skills and demonstrated customer service experience are essential. Preferred qualifications include two years of event planning experience and some college education in Communications, Business, Marketing, or a related field.

The American Heart Association values work-life harmonization by offering flexible support tailored to your changing needs. As a Project Coordinator, you’ll receive paid time off, 12 holidays annually, access to wellness resources, and various benefits that promote a balanced lifestyle, enabling you to thrive both personally and professionally.

The American Heart Association provides numerous career development opportunities for Project Coordinators, including access to Heart U, our online learning platform with over 100,000 resources, mentorship programs, and the chance to join Employee Resource Groups. Tuition assistance is also available for those looking to further their education related to their roles.

The company culture at the American Heart Association is framed by our commitment to inclusion and the principles of #TheAHALife. As a Project Coordinator, you will be part of an environment that encourages collaboration, values diverse perspectives, and supports personal and professional growth. You will be seen, heard, and valued every day.

Prioritizing tasks effectively involves assessing deadlines, resource availability, and project impact. Begin by making a list of all tasks and identifying those that are time-sensitive or crucial for project success. Using tools like Gantt charts or project management software can help visualize timelines and dependencies, allowing you to focus on urgent responsibilities while keeping the bigger picture in mind.

In my previous roles, I managed operational budgets by tracking expenses, forecasting costs, and ensuring compliance with financial guidelines. I regularly evaluated budget performance against project milestones, adjusting allocations as necessary to remain within budgetary constraints. Additionally, I ensured accurate record-keeping to provide transparency to stakeholders.

I prioritize clear and open communication by utilizing various channels suitable for the audience, such as emails, meetings, or project management tools. Setting regular check-ins helps facilitate updates and feedback. Additionally, I encourage an open dialogue where team members feel comfortable voicing concerns or suggestions, ensuring everyone stays aligned with project goals.

When faced with challenges, I approach them analytically, assessing the situation to understand the root cause. I actively involve the team in brainstorming solutions and leverage my network to identify additional resources or support. By remaining adaptable and keeping an open line of communication with all stakeholders, I can navigate issues effectively and minimize their impact on project timelines.

In a previous project, I created a compelling recruitment campaign by highlighting the project's impact and the importance of volunteers’ contributions. I utilized social media, local community boards, and networking events to reach potential volunteers. I organized an orientation session to educate them about their roles and foster a sense of community, which ultimately led to high levels of engagement and commitment.

I am well-versed in several project management tools like Trello, Asana, and Microsoft Project, which facilitate task tracking and team collaboration. Additionally, I have experience using CRM systems and budgeting software, allowing me to manage client relationships and financial documentation efficiently. Familiarity with these tools enhances productivity and communication within teams.

To maintain compliance and ensure accurate documentation, I establish checklists and standard operating procedures at the onset of a project. Regular reviews are conducted to verify that all necessary documentation is being completed, saved, and formatted correctly. This disciplined approach ensures that the project not only meets compliance requirements but is also easily auditable for transparency.

Providing excellent customer service begins with understanding client expectations and needs. I actively listen and remain available to address questions or concerns promptly. By ensuring timely communication, delivering on promises, and soliciting feedback, I foster positive relationships with clients and build trust, which is crucial for long-lasting partnerships.

I have coordinated numerous events, which involved everything from venue selection and vendor arrangements to on-site logistics planning. I focus on the details, such as guest experience and contingency plans, to mitigate potential issues on the day of the event. My proactive communication with all parties ensures seamless execution and enhances the overall experience for attendees.

Staying organized in a fast-paced environment involves using a combination of digital tools and traditional methods. I utilize calendars and task management applications to keep track of deadlines and appointments. I also establish routines for regular reviews of my to-do list and set aside time for project debriefing with the team, ensuring we stay aligned and well-coordinated throughout.