Program Management Specialist - BMCP

Cincinnati Children's•College Hill, TX

20h•Onsite

About The Position

The Program Management Specialist will serve as a program coordinator for an assigned program, supporting leadership in the implementation, coordination, evaluation, and planning of the program's short and long-term goals. This role acts as the primary program liaison for daily administration and operational issues, including data management, marketing, communications, outreach, annual conference coordination, education, and social media. The specialist will maintain direct communication with key staff, participate in strategic planning, and translate the annual plan into defined projects with timelines and deliverables. Additionally, the role provides administrative support for logistics, scheduling, travel, budget monitoring, and grant/manuscript preparation. Customer service is a key component, involving collaboration with internal and external contacts, serving as a resource for patients and professionals, and updating communication materials. The position also involves indirect patient care support, facilitating patient care, and managing grant, data, and financial aspects of the program, including budget development, financial performance analysis, and productivity metric monitoring.

Requirements

Bachelor's degree in a related field
2+ years of work experience in a related job discipline

Responsibilities

Serve as program coordinator for assigned program, supporting leadership in implementation, coordination, evaluation, and planning of short/long term goals.
Act as the primary program liaison for daily administration and operational issues including data management, marketing/communications, outreach, annual conference coordination, education, and social media.
Maintain direct communication with key staff for interaction and information exchange among program components, project leaders, and the professional and lay communities.
Participate in the strategic planning process, identifying areas of need and translating portions of the annual plan into well-defined projects and programs with timelines and deliverables.
Plan and execute projects in a timely manner.
Provide support in the preparation and submission of internal and external education offerings related to clinical programs and teams.
Provide support for current competency requirements and resources.
Contribute educational content for training using current evidence and research; serve as a resource to multidisciplinary staff.
Provide education and collaboration in the area of clinical expertise.
Coordinate and schedule all logistics related to the assigned program, such as meetings, conferences, conference calls, and other appointments.
Take and transcribe meeting minutes and distribute accordingly.
Coordinate and maintain area calendars.
Coordinate travel arrangements (including international), conferences, meetings, and reimbursement expense reporting.
Set up and manage call schedules and/or communication with other departments/divisions or national and international experts.
Place orders for materials as needed and monitor budget for funded projects.
Facilitate grant applications or manuscript and reference support within the group, providing support for timely submissions in conjunction with research.
Provide manuscript and reference support, including use of electronic resources (PubMed, EndNote, etc.).
Act as a liaison between clinical staff, business personnel, and billing/coding personnel regarding appropriate documentation and procedural modifications.
Organize and administer other program-specific responsibilities, such as the maintenance of patient records, electronic systems, and files.
Assist with program budget, account payables, and account receivables.
Collaborate effectively and timely with internal and external contacts to achieve program goals.
Serve as a resource in appointment setting and follow-up related to accommodating patient needs.
Provide support, assistance, problem-solving, and information to parents and professionals.
Answer, screen, and direct phone calls, in-person inquiries, or web/email 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.
Attend clinics as necessary, assist with clinical program operations, assist with patient flow, and provide necessary follow-up to patients and clinicians.
Support quality care for patients and families by directing the work of caregivers, arranging lab tests, monitoring equipment, and keeping accurate patient records.
Facilitate patient care with positive outcomes.
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.
Provide guidance to PI in relation to required attachments or documentation required by the sponsor.
Manage divisional spreadsheets, including tracking grant submissions, subcontracts, progress reports, and grant closeouts.
Establish and maintain efficient and effective database management systems for programs.
Maintain records of annual evaluations for accreditation purposes.
Participate in the development, implementation, evaluation, and management of capital budgets.
Analyze and monitor financial performance and report financial results to stakeholders; evaluate variances, determine underlying causes, and identify, present, and implement proposed solutions.
Integrate financial management and decision-making across the department/division; assist with process for financial controls; review and provide direction on analysis of financial performance and discuss results with key stakeholders; contribute to the evaluation of variances, determine underlying causes, and identify, present, and implement proposed solutions; establish and monitor productivity metrics.