The American Heart Association (AHA) has an excellent opportunity for a Project Coordinator in our National Center office located in Dallas, TX .
The Project Coordinator provides coordination and project management to the Scientific Meetings Programming Department.
- Create and maintain electronic database(s) of conferences' invited speakers, program committees, abstract submitters/presenters, award submitters and other fields specific to conferences. Run reports as needed.
- Input and update speaker and session information into the conferences’ database.
- Follow-up/track communications and activities with speakers/moderators to confirm their role.
- Assist with preparation of logistics for meetings, hotel and meal arrangements and assist with organization of planning program committee meetings.
- Update information appearing on AHA conferences’ web sites and internal and external publications pertaining to scientific conferences.
- Initiate correspondence (e-mail, fax and/or phone) and communications with volunteers, staff and vendors to review and confirm accuracy associated with abstracts, conference program committee, awards, teleconferences and any other necessary information.
- Initiate purchase orders, check requisitions, and conference award checks in our financial system (JD Edwards e1). Pay invoices/bills and do budget transfers as needed.
- Maintain conference supply stock; coordinate mailings and the packing and shipping of conference materials
- Input and followup with contracts, statements of work, ammendments, etc. in the AHA Legal database (Dolphin.
- Other duties as assigned by the director or other managers to include items such as arranging conference calls or assist with questions, invoices and refunds for Registration.
- Minimum of two (2) years of related professional experience involving administrative or project management work.
- Proficient skills in MS Office (Word, Excel, PowerPoint and Outlook.
- Excellent verbal and written communication skills as well as exceptional customer service skills.
- Ability to prioritize work to balance multiple projects and deadlines.
- Strong organizational skills, attention to detail, and ability to be pro-active.
Here are some of the preferred skills we are looking for:
- Bachelor’s degree from a four-year college or university.
- Prior Meetings/Events experience.