What are the responsibilities and job description for the Program Management Specialist/Coordinator - Heart Institute position at Cincinnati Children's Hospital?
We are seeking an organized and motivated administrator to support the full research and programmatic portfolio of the Global Rheumatic Heart Disease (RHD) Research and Advocacy Center at Cincinnati Children’s Hospital Medical Center.
The RHD Program Specialist/Coordinator will serve as the primary administrative and operational lead for this global Center and will contribute to scheduling, travel and event planning, team building, communications, financial operations and collaboration with partners across time zones. This position will be expected to maintain a baseline understanding of each research project by reviewing relevant study documents and by meeting regularly with the program team so that the individual can best support the administrative needs of project leadership.
This is an exciting opportunity to contribute to a mission-driven center addressing a leading cause of cardiovascular disease in children and young adults globally, while helping shape research, advocacy, and programmatic activities.
Administration (30%)
Support RHD Research team members with calendar management and meeting coordination, set up virtual meetings (often international), support preparation and distribution of agendas, materials, and minutes
Support clinical team members with clinic scheduling and cancellations
Gather project, administrative and program updates and regularly share them through lab meetings, email, Monday.com, document repositories such as Dropbox, and other communication channels
Establish and maintain repositories of frequently used materials, reference materials, resources, and branding packages
Financial (30%)
Manage credit card authorization and reconciliation, purchase order submissions and follow-up, supplies orders and tracking
Submit, track and report on reimbursements for team, serve as resource for those submitting their own
Travel and Events (20%)
Lead travel planning and coordination for site visits, project meetings, conferences, and related activities, including researching and booking travel and accommodations, registering participants, creating detailed itineraries, tracking and storing required materials, planning for meals/events/materials, working with on-site vendors, mapping out session and spin-off meeting schedules, and communicating with stakeholders (all activities in partnership with project team leads)
Support events and meetings by preparing polished materials and packets (digital or printed), ensuring participants and speakers are prepared, and taking and distributing meeting minutes
Communications (20%)
Work closely with management and project teams to draft, review, and proofread communications, including website articles, social media posts, and newsletters
JOB QUALIFICATIONS FOR SPECIALIST
Bachelor's degree in a related field
2 years of work experience in a related job discipline
JOB QUALIFICATIONS FOR COORDINATOR
High school diploma or equivalent
3 years of work experience in a related job discipline
Primary Location Location T
Schedule Full time
Shift Day (United States of America)
Department Cardiology
Employee Status Regular
FTE 1
Weekly Hours 40
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.
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
The RHD Program Specialist/Coordinator will serve as the primary administrative and operational lead for this global Center and will contribute to scheduling, travel and event planning, team building, communications, financial operations and collaboration with partners across time zones. This position will be expected to maintain a baseline understanding of each research project by reviewing relevant study documents and by meeting regularly with the program team so that the individual can best support the administrative needs of project leadership.
This is an exciting opportunity to contribute to a mission-driven center addressing a leading cause of cardiovascular disease in children and young adults globally, while helping shape research, advocacy, and programmatic activities.
Administration (30%)
Support RHD Research team members with calendar management and meeting coordination, set up virtual meetings (often international), support preparation and distribution of agendas, materials, and minutes
Support clinical team members with clinic scheduling and cancellations
Gather project, administrative and program updates and regularly share them through lab meetings, email, Monday.com, document repositories such as Dropbox, and other communication channels
Establish and maintain repositories of frequently used materials, reference materials, resources, and branding packages
Financial (30%)
Manage credit card authorization and reconciliation, purchase order submissions and follow-up, supplies orders and tracking
Submit, track and report on reimbursements for team, serve as resource for those submitting their own
Travel and Events (20%)
Lead travel planning and coordination for site visits, project meetings, conferences, and related activities, including researching and booking travel and accommodations, registering participants, creating detailed itineraries, tracking and storing required materials, planning for meals/events/materials, working with on-site vendors, mapping out session and spin-off meeting schedules, and communicating with stakeholders (all activities in partnership with project team leads)
Support events and meetings by preparing polished materials and packets (digital or printed), ensuring participants and speakers are prepared, and taking and distributing meeting minutes
Communications (20%)
Work closely with management and project teams to draft, review, and proofread communications, including website articles, social media posts, and newsletters
JOB QUALIFICATIONS FOR SPECIALIST
Bachelor's degree in a related field
2 years of work experience in a related job discipline
JOB QUALIFICATIONS FOR COORDINATOR
High school diploma or equivalent
3 years of work experience in a related job discipline
Primary Location Location T
Schedule Full time
Shift Day (United States of America)
Department Cardiology
Employee Status Regular
FTE 1
Weekly Hours 40
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.
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