Project Management Specialist

Cincinnati Children's•Andrews, IN

21h•$53,706 - $67,142•Onsite

About The Position

This role serves as a program coordinator, supporting leadership in the implementation, coordination, evaluation, and planning of short/long-term program goals. The specialist will act as the primary liaison for daily administration and operational issues, including data management, marketing, outreach, conference coordination, education, and social media. They will maintain communication with key staff, translate strategic plans into defined projects, and execute projects in a timely manner. The position also involves supporting the preparation and submission of educational offerings, contributing to competency requirements, and providing educational content based on current evidence and research. Administrative duties include coordinating logistics for meetings, conferences, and appointments, transcribing minutes, managing calendars, coordinating travel and reimbursements, ordering materials, monitoring budgets, and providing support for grant applications and manuscript preparation. The role also involves organizing patient records, electronic systems, and files, and potentially assisting with program budgets. Customer service responsibilities include collaborating with internal and external contacts, serving as a resource for appointment setting and patient needs, providing support and information to parents and professionals, managing inquiries, updating communication materials, and potentially assisting with clinical operations and patient flow. Indirect patient care involves supporting quality care by directing caregivers, arranging lab tests, monitoring equipment, and maintaining patient records. Financial management includes supporting grant submissions, managing databases, maintaining accreditation records, participating in budget development, analyzing financial performance, and monitoring productivity metrics.

Requirements

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

Responsibilities

Serves as program coordinator for assigned program, supporting leadership in implementation, coordination, evaluation, and planning of short/long-term goals.
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 coordination.
Maintains direct communication with key staff for interaction and information exchange among program components, project leaders, and the professional and lay communities.
Participates in the strategic planning process, identifies areas of need, and translates portions of the annual plan into well-defined projects and programs with 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 the area of clinical expertise.
Coordinates and schedules all logistics related to the assigned program, such as 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 schedules 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 regarding 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.
Collaborates effectively and in a timely manner with internal and external contacts to achieve program goals.
Serves as a resource in appointment setting and follow-up related to accommodating the needs of patients.
Provides support, assistance, problem-solving, and information to parents and professionals.
Answers, screens, and directs phone calls, in-person inquiries, or web or email inquiries from parents and professionals.
Updates related communication materials as appropriate, including letters, forms, newsletters, web content, and other clinical or marketing materials.
Provides support for disseminating patient chart information.
May attend clinics as necessary, assist with clinical program operations, assist with patient flow, and provide necessary follow-up to patients and clinicians.
Supports, but may not directly deliver, quality care for patients and families (e.g., directing caregiver work, arranging lab tests, monitoring equipment, keeping patient records).
Facilitates patient care with positive outcomes.
May support clinical program operations and activities to ensure optimal quality care.
Provides 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 reports financial results to stakeholders; evaluates variances, determines underlying causes, and identifies, presents, and implements proposed solutions.
Integrates 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.