Program Management Specialist - Heart Institute

Schedule & Location

Primary Location: Burnet Campus, Heart Institute Administration (United States).
Shift: Day
Employment Status: Regular, Full‑time (40 hours/week, FTE 1).

Pay

Starting Pay Range: $55,182.40 – $69,076.80 (based on experience, skills, and equity; exceptions may apply for highly qualified candidates). Additional differentials and benefits may apply.

Responsibilities

• Program Coordination and Education Support – Serve as program coordinator; support leadership in implementation, coordination, evaluation, and planning of short‑ and long‑term goals; act as primary liaison for daily administration, data management, marketing/communications, outreach, conference coordination, education, and social media; maintain communication with key staff and external communities; participate in strategic planning and translate annual plans into defined projects with timelines and deliverables; provide support for internal and external education offerings; contribute educational content and serve as a resource to multidisciplinary staff.
• Administrative Support – Coordinate and schedule logistics (meetings, conferences, calls, appointments); take and distribute meeting minutes; manage calendars; arrange travel (including international) and handle expense reporting; set up call schedules and communications with other departments or experts; place orders, monitor budgets for funded projects; facilitate grant applications and manuscript/reference support (PubMed, EndNote, etc.); act as liaison between clinical, business, and billing/coding personnel; maintain patient records, electronic systems, and files; assist with program budget, accounts payable, and receivable.
• Customer Service – Collaborate with internal and external contacts to achieve program goals; serve as resource for appointment setting and follow‑up; provide support, problem‑solving, and information to parents and professionals; answer, screen, and direct phone, in‑person, web, and email inquiries; update communication materials (letters, forms, newsletters, web content, marketing materials); support dissemination of patient chart information; attend clinics as needed and assist with patient flow and follow‑up.
• Indirect Patient Care – Support quality care for patients and families by directing caregiver work, arranging lab tests, monitoring equipment, and maintaining accurate patient records; facilitate patient care activities to ensure optimal outcomes.
• Grant, Data, and Financial Management – Support preparation and submission of external and internal funded projects; guide principal investigators on required documentation; manage spreadsheets tracking grant submissions, subcontracts, progress reports, and closeouts; establish and maintain database management systems; maintain accreditation records; develop, implement, evaluate, and manage capital budgets; analyze and monitor financial performance, report results, evaluate variances, and propose solutions; assist with financial controls and productivity metrics.

Qualifications

• Bachelor’s degree in a related field.
• 2+ years of administrative work experience.
• Preferred: Experience working in a healthcare setting.

About Us

At Cincinnati Children’s, we work with one goal: to make children’s health better. We embrace a holistic team approach to patient care and scientific discovery, striving to do better every day. Recognized by U.S. News & World Report as a top‑10 children’s hospital for over 15 years, we are consistently among the top three for NIH funding, a leading disability employer, and a Magnet® designated institution. We foster innovation, including responsible AI use, to empower our teams and improve outcomes.