Program Management Coordinator - Cardiac Cath/Pulmonary Hypertension

CO00 Children's Hospital Medical Center; United States; On-site; USD 31,000 - 38,000; Full time

Job summary

Cincinnati Children’s Hospital Medical Center in Burnet Campus is seeking an Administrative Coordinator for the Cardiology program. This full-time role emphasizes logistics, meetings, travel arrangements, budgets, and cross‑department coordination.

You will support data management, patient records, and clinical program operations, including scheduling, reporting, and liaison work with nursing, billing, and clinical staff.

Qualifications

• Administrative experience in a healthcare setting preferred.
• Strong organizational and calendar management skills.
• Excellent communication and customer service abilities.

Responsibilities

• Coordinates and schedules logistics for the assigned program, including meetings, conferences, and travel.
• Maintains area calendars, transcribes meeting minutes, and supports reimbursement reporting.
• Manages budgets and assists with grants, patient records, and data management as needed.
• Provides administrative support to leadership and liaises with clinical and non-clinical staff.
• Supports day-to-day operations including billing coordination and intake triage for referrals.

Skills

Administrative experience

Education

High school diploma or equivalent

Job description

Primary Location Burnet Campus Department Cardiology Shift Day (United States of America)

Schedule Full time Weekly Hours 40 FTE 1 Employee Status Regular

*Expected Starting Pay Range $22.18 - $27.73 *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.

JOB RESPONSIBILITIES

Logistics - Coordinates and schedules all logistics related to the assigned program i.e. meetings, conferences, conference calls, and other appointments. May take and transcribe meeting minutes and distribute accordingly. Coordinates and maintains area calendars. Coordinates travel arrangements (including international), conferences, meetings and reimbursement expense reporting. May set-up and manage call schedule and/or coordinate meetings with other departments/divisions, national or international experts. Places orders for materials, distributes resources accordingly, and monitors budget for funded projects. Facilitates grant applications within group, providing support for timely submissions in conjunction with research. Provides manuscript and reference support, including use of electronic resources (PubMed, EndNote etc.) and may provide support for transformational projects. Acts as a liaison between all clinical staff, business personnel and billing/coding personnel with regard to appropriate documentation, treatment planning and procedural modifications. Organizes and administers other program specific responsibilities such as the maintenance of 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 appropriate staff. May assist leadership and other staff in assessing program needs and establishing long range goals. Participates and coordinates projects which assess, develop or implement initiatives of the assigned program. Ensures appropriate operational program information is communicated. May provide training to new employees and oversee students, and other learners. May represent the area at meeting. May coordinate with inpatient and outpatient groups. May coordinate intake and effect triage of both complex referrals and inpatient/outpatient referrals. May work with local Children Service workers, Foster Care providers, Educations Services and IEP support. May coordinate transportation services for families to Day Treatment and out-patient services.

Customer Service - May serve as a resource in appointment setting and follow up to accommodate the needs of the patient and family. Communicates work flow suggestions/concerns and helps provide resolution to maximize efficiency. Provides support, assistance, problem solving and information to parents and professionals. Ensures reasonable scheduling of routine clinical flow, consultations, and referrals facilitating any ancillary issues, facilitating emergency inpatient or outpatient scheduling/performance/reporting. Works with internal departments (i.e. such as Nursing, Social Work, Neurology, Clinical Concierge and Call Center) to insure timely services sensitive to family and travel needs. Provides support for disseminating patient chart information. Anticipate needs, and facilitate solutions to patients and families issues in collaboration with both clinical and non-clinical personnel. May initiate appropriate triage of referrals for timing and additional subspecialty consultation in conjunction with supervising physician. May oversee intake and distribution of consultation requests for both inpatient and outpatient consultations for the program.

Indirect Patient Care - Supports clinical program operations and activities, but doesn't directly deliver quality care for our patients and families. Keeps 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 (PT, OT, Out-patient 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 the database captures essential metrics and to track and monitor data trends. Maintains quantitative functional analyses database, data entry, and ensure the integrity of all records related to patients in assigned program. As needed, tracks data related to imaging studies and consult requests. 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. 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.

JOB QUALIFICATIONS

• High school diploma or equivalent
• 3+ years of work experience in a related job discipline
• Preferred: Administrative experience in a healthcare setting

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. If you want to be the best you can be, you can do it at Cincinnati Children’s.Cincinnati Children's is: Recognized by U.S. News & World Report as atop 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 Recognized as one of America’s Best Large Employers (2025), America’s Best Employers for New Grads (2025) One of the nation'sAmerica’s Most Innovative Companiesas noted by Fortune Consistently certified as great place to work A Leading Disability Employeras noted by theNational Organization on Disability Magnet® designated for the fourth consecutive time by theAmerican Nurses Credentialing Center (ANCC)We Embrace Innovation—Together. We believe in empowering our teams with the tools that help us work smarter and care better. That’s why we support the responsible use of artificial intelligence. By encouraging innovation, we’re creating space for new ideas, better outcomes, and a stronger future—for all of us. Comprehensive job description provided upon request. Cincinnati Children’s is proud to be an Equal Opportunity Employer committed to creating an environment of dignity and respect for all our employees, patients, and families. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, genetic information, national origin, sexual orientation, gender identity, disability or protected veteran status.

EEO/Veteran/Disability

Cincinnati Children’s is proud to be an Equal Opportunity Employer committed to creating an environment of dignity and respect for all our employees, patients, and families. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, genetic information, national origin, sexual orientation, gender identity, disability or protected veteran status. EEO/Veteran/Disability Cincinnati Children’s is proud to be an Equal Opportunity Employer committed to creating an environment of dignity and respect for all our employees, patients, and families. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, genetic information, national origin, sexual orientation, gender identity, disability or protected veteran status.