Program Management Specialist - Heart Institute

Ispn Psych; Cincinnati, Northern (OH, KY); Hybrid; USD 55,000 - 69,000; Full time

Job summary

Cincinnati Children’s Hospital Heart Institute seeks a Programs Management Specialist at the Burnet Campus to coordinate program activities and support education initiatives. The role serves as liaison for daily administration, data management, marketing, outreach, and annual conference coordination, ensuring timely deliverables.

The position supports leadership in planning, development of education offerings, and collaboration across clinical teams, with emphasis on accuracy and evidence-based

Qualifications

• Bachelor's degree required in a related field.
• 2+ years of administrative work experience.
• Healthcare setting experience preferred.

Responsibilities

• Coordinate program activities and support education initiatives.
• Schedule meetings, conferences, travel, and manage calendars.
• Assist with data management, outreach, and communications.
• Support budgeting, grant submissions, and financial tracking.
• Provide patient- and family-facing service to align with program goals.
• Prepare educational content and resources using current evidence.

Skills

Administrative skills

Communication skills

Education

Bachelor's degree

Job description

## Program Management Specialist - Heart InstituteApply: Burnet Campus: Full time: Posted Today: JR225261**Primary Location**Burnet Campus**Department**Heart Institute Administration**Shift**Day (United States of America)**Schedule**Full time**Weekly Hours**40**FTE**1**Employee Status**Regular**\\*Expected Starting Pay Range**$55,182.40 - $69,076.80*\\*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*** **Program Coordination and Education Support -**Serves as program coordinator for assigned program. Supports leadership in implementation, coordination, evaluation and planning of program's short/long term goals. Serves as primary program liaison for daily administration and operational issues such as data management, marketing/ communications, outreach, annual conference coordination, education, and social media coordination. Maintains direct communication with key staff for interaction and information exchange among program components, project leaders, and the professional and lay communities. Participates fully in strategic planning process and identifies areas of need and focuses on translating portions of annual plan in to well defined projects and programs w/timelines and deliverables. Plans and executes projects in a timely manner. 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. Contributes educational content for training using current evidence and research; serves as a resource to multidisciplinary staff. Provides education and collaboration in area of clinical expertise.* **Administrative Support -**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 communication with other departments/divisions or national and international experts. Places orders for materials as needed and monitors budget for funded projects. May facilitate grant applications or manuscript and reference support within the group providing support for timely submissions in conjunction with research. Provides manuscript and reference support, including use of electronic resources (PubMed, EndNote etc.). May act as a liaison between clinical staff, business personnel and billing/coding personnel with regard to appropriate documentation and procedural modifications. Organizes and administers other program specific responsibilities such as the maintenance of patient records, electronic systems, and files. May assist with program budget, account payables, and account receivables.* **Customer Service -**Collaborate in an effective and timely manner with internal and external contacts to achieve program goals. Serve as a resource in appointment setting and follow up related to accommodating the needs of patients. Provide support, assistance, problem-solving and information to parents and professionals. Answer, screen and direct phone calls, in-person inquiries or web or E-mail inquiries from parents and professionals. Update related communication materials as appropriate, including letters, forms, newsletters, web content and other clinical or marketing materials. Provide support for disseminating patient chart information. May attend clinics as necessary, assist with clinical program operations, as needed, assist with patient flow and provide necessary follow up to patients and clinicians.* **Indirect Patient Care -**Support, but may not directly deliver quality care for our patients and families. For example, direct the work of caregivers, arrange lab tests on patient samples, monitor department equipment, and keep accurate records on patients. Facilitate patient care with positive outcomes. May support clinical program operations and activities, to ensure optimal quality care.* **Grant, Data, and Financial Management -**Provide support in the preparation and submission of external and internal funded projects via EPAS or online grant application portal as specified by sponsor. Provides guidance to PI in relation to required attachments or documentation required by the sponsor. Manages divisional spreadsheets including tracking grant submissions, subcontracts, progress reports and grant closeouts. Establishes and maintains efficient and effective database management systems for programs. Maintains records of annual evaluations for accreditation purposes. Participates in the development, implementation, evaluation and management of capital budgets. Analyzes and monitors financial performance and report financial results to stakeholders; evaluate variances, determine underlying causes and identify, present, and implement proposed solutions. Integrates the financial management and decision making across the department/division; assists with process for financial controls; reviews and provides direction on analysis of financial performance and discusses results with key stakeholders; contributes to the evaluation of variances, determines underlying causes and identifies, presents, and implements proposed solutions; establishes and monitors productivity metrics. **JOB 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 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 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* Recognized as one of **America’s Best Large Employers** (2025)**,** **America’s Best Employers for New Grads** (2025)* One of the nation's **America’s Most Innovative Companies** as noted by Fortune* Consistently certified as **great place to work*** A **Leading Disability Employer** as noted by the **National Organization on Disability*** Magnet designated for the fourth consecutive time by the **American 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.*