Project Coordinator, Scientific Meetings

What's your motivation? Opportunity? Creativity? Contribution? It's all part of working for the American Heart Association---where you can combine professional growth with personal fulfillment. So if you're considering a new and rewarding career, consider the American Heart Association. We have an excellent opportunity for a Project Coordinator, Scientific Meetings in our National Center office in Dallas, TX.

The Project Coordinator, Scientific Meetings provides coordination and project management to the Scientific Meetings Department. This includes coordination and management of projects, creation of databases and queries, data retrieval and tracking of abstract/conference processes, and communications with conference participants. Candidate will coordinate conference calls, compile and distribute applicable materials to participants, assist with organization of planning committee meetings, update conference docs as needed, update information on Web sites, coordinate mailings and assist with the conferences' registration process as needed. Responsibilities also include monitoring of conference budget, initiating purchase orders, payment of invoices, check requisitions and conference award checks in the e1 financial system and assisting in the development of printed materials and program brochures.

Major Responsibilities Include:

1. Create and maintain electronic database(s) of conferences' invited speakers, program committees, abstract submitters/presenters, award submitters and other fields specific to conferences.
2. Track communications and activities of conference participants (attendees, abstract presenters and faculty).
3. Create and manage statistical abstract and grade reports using Microsoft Excel and Coe-Truman Technologies, Inc. OASIS database: this includes securing documentation from abstract submitters, moderators, invited speakers, poster & oral abstract presenters, award submitters and program committee members to ensure accuracy and applicability.
4. 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.
5. Initiate purchase orders, check requisitions, and conference award checks in the e-1 financial system. Pay invoices and bills as needed by the Meetings Department Team
6. Coordinate conference calls (attend calls as requested), compile and distribute applicable materials to participants, and follow through on action items from calls.
7. Assist with organization of planning program committee meetings.
8. Additional admin items as needed by the Meetings Department.
9. Update information appearing on AHA conference web site and internal and external publications pertaining to scientific conferences.
10. Assists with questions, invoices and refunds for Registration (Sessions, ISC and specialty conferences) as needed.

1. At least two years experience involving administrative work and project management; some meeting experience is preferred
2. Bachelor's degree preferred.
3. Excellent written and oral communications skills.
4. Strong Microsoft Word, Outlook and Excel skills.
5. Strong organizational skills, attention to detail, and ability to be pro-active.
6. Provide excellent customer service to internal and external customers and volunteers.
7. Ability to multi-task and accept new projects as they come up.

Attracting talented, committed employees means offering a competitive benefits package, ongoing professional development and training, and a diverse and inclusive environment in which to work and grow. And we do.

To apply for this position or to see other opportunities with the American Heart Association please visit . We no longer accept mailed, faxed or e-mailed resumes. Please apply for positions directly through our website. Only those candidates deemed most qualified by the hiring manager will be contacted to interview.

The American Heart Association is an Equal Opportunity Employer and works to prohibit discrimination and to assure fair and uniform treatment of applicants and employees in all aspects of Human Resources administration without regard to political or religious opinions or affiliations, membership or non-membership in employee organizations, age, sex, disability, race, color, national origin, religion, sexual orientation, marital status or any other non-merit factor.