Program Management Specialist/Coordinator - Heart Institute

Cincinnati Children's

4d

About The Position

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.

Requirements

• 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

Responsibilities

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees