Program Management Coordinator - Heart Institute

About Us

At Cincinnati Children’s, we come to work with one goal: to make children’s health better. We believe in a holistic team approach, both in caring for patients and their families, and in advancing science and discovery. We strive to do better and find energy and inspiration in our shared purpose.

Cincinnati Children's is recognized by U.S. News & World Report as a top 10 best Children's Hospitals in the nation for more than 15 years, consistently among the top 3 Children's Hospitals for National Institutes of Health (NIH) funding, and recognized as one of America’s Best Large Employers (2025) and America’s Best Employers for New Grads (2025). We are also one of the nation's America’s Most Innovative Companies as noted by Fortune, a Leading Disability Employer, and a Magnet® designated organization for nursing excellence.

About the Role

This position provides comprehensive administrative and logistical support for assigned programs within the Cardiology department. Responsibilities span coordination, customer service, data management, and indirect patient care support.

Responsibilities

• Logistics:
  • Coordinates and schedules meetings, conferences, conference calls, and other appointments.
  • Takes and transcribes meeting minutes and distributes them accordingly.
  • Manages area calendars and coordinates travel arrangements (including international), conferences, and reimbursement expense reporting.
  • Sets up and manages call schedules and coordinates meetings with other departments/divisions, national or international experts.
  • Places orders for materials, distributes resources, and monitors budgets for funded projects.
  • Facilitates grant applications and provides support for timely submissions in conjunction with research.
  • Provides manuscript and reference support, including use of electronic resources (e.g., PubMed, EndNote).
  • Acts as a liaison between clinical staff, business personnel, and billing/coding personnel regarding documentation, treatment planning, and procedural modifications.
  • Organizes and administers program-specific responsibilities, such as maintaining patient records, electronic systems, and files.
  • Assists with program budget, account payables, and account receivables.
• Administrative Support:
  • Coordinates and provides administrative support for all matters related to the assigned program.
  • Supports the preparation, organization, and submission of reports, clinical communications, and presentations.
  • Maintains effective and timely communication with other institutions, physicians, and collaborating divisions.
  • Ensures appropriate operational information regarding programs is communicated to staff.
  • Assists leadership in assessing program needs and establishing long-range goals.
  • Participates in and coordinates projects to assess, develop, or implement program initiatives.
  • Provides training to new employees and oversees students and other learners.
  • May represent the area at meetings and coordinate with inpatient and outpatient groups.
  • Coordinates intake and triage of complex referrals, including inpatient/outpatient referrals.
  • Works with local Children’s Service workers, Foster Care providers, Education Services, and IEP support.
  • Coordinates transportation services for families to Day Treatment and outpatient services.
• Customer Service:
  • Serves as a resource for appointment setting and follow-up to accommodate patient and family needs.
  • Communicates workflow suggestions/concerns and helps resolve issues to maximize efficiency.
  • Provides support, assistance, problem-solving, and information to parents and professionals.
  • Ensures reasonable scheduling of routine clinical flow, consultations, and referrals, including emergency inpatient/outpatient scheduling.
  • Collaborates with internal departments (e.g., Nursing, Social Work, Neurology, Clinical Concierge, and Call Center) to ensure timely services sensitive to family and travel needs.
  • Provides support for disseminating patient chart information.
  • Anticipates needs and facilitates solutions for patient and family issues in collaboration with clinical and non-clinical personnel.
  • Initiates appropriate triage of referrals for timing and additional subspecialty consultation in conjunction with supervising physicians.
  • Oversees intake and distribution of consultation requests for both inpatient and outpatient consultations.
• Indirect Patient Care:
  • Supports clinical program operations and activities without directly delivering patient care.
  • Maintains accurate records on patients and/or program operations.
  • Facilitates patient care with positive outcomes.
  • May facilitate Day Treatment billing and coordination of daily clinical billing (e.g., PT, OT, outpatient mental health, and speech).
• Data Management and Education Support:
  • Creates and coordinates the management of databases and maintains/executes appropriate database queries.
  • Partners with department or program staff (including medical, business, and clinical staff) to ensure databases capture essential metrics and track data trends.
  • Maintains quantitative functional analyses databases, data entry, and ensures the integrity of all records related to patients in the assigned program.
  • Tracks data related to imaging studies and consult requests as needed.
  • Coordinates the collection of data from individuals and other sources to support process improvement and outcomes research activities.
  • Creates and runs management reports, including financial and outcomes reports.
  • Provides support in the preparation and submission of internal and external education offerings related to clinical programs and teams.
  • Provides support for current competency requirements and resources.
  • Maintains and assists with curriculum consistency in the classroom.

Requirements

• High school diploma or equivalent.
• 3+ years of work experience in a related job discipline.

Pay

Expected starting pay range: $22.18 - $27.73 per hour. Starting pay is based on experience, skills, and equity; exceptions may apply for highly qualified candidates. Additional pay (e.g., shift, on-call, or weekend differentials) and benefits may apply. Annual pay may vary based on FTE status.

Schedule

• Full-time (40 hours per week).
• Day shift.
• Regular employee status.