Program Management Specialist/Coordinator

Cincinnati Children's

4d•Onsite

About The Position

The Heart Institute at Cincinnati Children’s is a nationally recognized leader in pediatric and congenital heart care, combining world-class clinical care, research, and innovation, with initiatives such as ACTION helping advance collaboration and cardiovascular outcomes. This role will support Cardiology Faculty and ACTION.

Requirements

Bachelor's degree in a related field
2+ years of work experience in a related job discipline
High school diploma or equivalent
3+ years of work experience in a related job discipline

Nice To Haves

Experience working effectively in a collaborative, team-oriented environment.
Experience providing administrative support in a hospital setting, including scheduling and calendar management, event planning, travel coordination, and project administration.
Experience working within the Epic system, particularly Epic scheduling modules.

Responsibilities

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.
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.
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.
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.
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.