Administrative Program Coordinator IV - Pediatric Neuro/Oncology

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Job Title

Administrative Program Coordinator IV - Pediatric Neuro/Oncology

Location

Cleveland

Facility

Cleveland Clinic Main Campus

Department

Peds Hematology/Oncology-Children's Institute

Job Code

000301

Shift

Days

Schedule

8:00am-5:00pm

Job Summary

Job Details

Join Cleveland Clinic’s Main Campus where research and surgery are advanced, technology is leading-edge, patient care is world class and caregivers are family. Here, you will work alongside a passionate and dedicated team, receive endless support and appreciation, and build a rewarding career with one of the most respected healthcare organizations in the world.

As the Administrative Strategic Program Coordinator for Pediatric Neuro-Oncology, you will provide enterprise-wide strategic and operational leadership for one of Cleveland Clinic Children’s most complex and rapidly evolving subspecialty programs. In this role, you will support multidisciplinary clinical operations, institutional integration, program development, and long-term growth while coordinating enterprise communications, tumor boards, clinical trial portfolios, academic initiatives, and national outreach. You will serve as a key representative of the program across clinical, academic, and institutional environments within a nationally recognized quaternary academic medical center.

A caregiver in this role works days from 8:00 a.m. – 5:00 p.m.

A caregiver who excels in this role will:

• Strategic healthcare operations planning and execution of enterprise clinical program expansion initiatives, including development of new service lines, care pathways, and external collaborative partnerships.
• Identify and pursue opportunities for national program positioning, including participating in national consortia, cooperative groups, and center-of-excellence designation processes.
• Develop, implement, and maintain strategic scorecards, program milestones, and key performance indicators tracking growth, patient volume, referral patterns, and operational performance.
• Prepare program performance reports and executive summaries for physician leadership and enterprise stakeholders.
• Monitor the national pediatric neuro-oncology landscape and provide strategic healthcare operational analysis and institutional planning intelligence.
• Serve as the primary administrative liaison between the Pediatric Neuro-Oncology Program and CCF enterprise departments, including neurosurgery, radiation oncology, pathology, neuroradiology, palliative care, and pharmacy.
• Develop and maintain strategic institutional healthcare relationships with external academic medical centers, children's hospitals, and national neuro-oncology networks supporting the program's collaborative and referral development goals.
• Represent the program at enterprise-level administrative meetings, ensuring program priorities are communicated and advanced within the institutional context.
• Oversee operational and institutional components of inter-institutional healthcare partnerships.
• Oversee all multidisciplinary operational functions and institutional coordination processes of the Pediatric Neuro-Oncology Tumor Board, including case scheduling, multi-site video conferencing, attendance documentation, recommendation tracking, and follow-up coordination.
• Develop, implement, and optimize multidisciplinary tumor board operational policies, institutional workflows, and enterprise communication standards.
• Coordinate administrative aspects of all multidisciplinary team meetings spanning neurology, oncology, neurosurgery, and supportive care services.
• Serve as the point of contact for external institutions participating in conferences, managing scheduling, technical logistics, and case preparation communication.
• Provide operational leadership support for the expansion and institutional integration of the clinical trials portfolio.
• Support institutional clinical research infrastructure operations while collaborating with specialized regulatory, compliance, and research personnel.
• Maintain awareness of the national clinical trial landscape in pediatric neuro-oncology to support physician leadership in strategic portfolio decisions.
• Coordinate the administrative infrastructure supporting faculty academic output, including manuscript tracking, journal submission calendars, and abstract and conference submission coordination.
• Facilitate communication between program faculty and internal or external academic collaborators to support the publication development pipeline.
• Maintain the program's bibliography, academic output records, and conference presentation history.
• Support grant submission coordination in partnership with Cleveland Clinic's research administration infrastructure.
• Develop and execute strategic healthcare communications, institutional outreach initiatives, and physician-facing enterprise engagement strategies.
• Support national referral development and outreach initiatives in coordination with CCF marketing, external affairs, and physician relations departments.
• Serve as the administrative point of contact for referring institutions, community providers, and families seeking program access or information.
• Manage program presence in institutional directories, external-facing platforms, and collaborative network communications.
• Lead multiple concurrent enterprise healthcare operations initiatives, multidisciplinary institutional projects, and strategic program development efforts.
• Develop, maintain, analyze, and optimize enterprise healthcare operational databases, institutional workflow systems, SharePoint platforms, and strategic reporting infrastructure.
• Oversee operational workflow integration for physician leadership activities, enterprise multidisciplinary conferences, and institutional strategic initiatives.
• Report operational discrepancies, variances, and program performance metrics to physician and administrative leadership on a regular cadence.
• Coordinate onboarding and administrative integration of new program staff and faculty.
• Other duties as assigned.

Minimum qualifications for the ideal future caregiver include:

• Bachelor’s Degree in Business Administration, Finance, Communications, Healthcare Administration or a related field and five years of administrative, financial or project management experience
• OR Additional progressively responsible experience may offset degree requirement
• Strong proficiency in Microsoft Office Suite, SharePoint, database management, and project tracking platforms
• Demonstrated experience coordinating across multiple clinical departments, physician teams, or institutional stakeholders in a matrixed environment
• Experience using statistical software (SPSS and/or R Studio) to conduct complex statistical analyses
• Communication, multi-tasking, critical thinking and customer service skills
• May require license based on department/Institute need

Preferred qualifications for the ideal future caregiver include:

• Healthcare experience
• Knowledge of project management and communication practices
• Experience in a leadership or supervisory role
• Direct experience operating within pediatric oncology, neuro-oncology, rare disease, academic medical center, or equivalently complex multidisciplinary healthcare program environments
• Knowledge of clinical trial program infrastructure and administrative workflows supporting trial portfolio operations, without direct regulatory or research coordination responsibilities
• Experience administering tumor board operations or multidisciplinary care conference logistics
• Familiarity with academic medical center publication pipelines, grant administration processes, and faculty scholarly output support
• Experience operating across enterprise systems within a large, matrixed health system
• Proficiency in Spanish to support diverse patient populations and international academic partnerships
• Familiarity with national pediatric oncology cooperative groups, consortia, or center-of-excellence qualification frameworks

Physical Requirements:

• High degree dexterity to operate office equipment and personal computer.
• May require extended periods of sitting and frequent standing.
• Good visual acuity through normal or corrected vision.

Personal Protective Equipment:

• Follows standard precautions using personal protective equipment as required.

The policy of Cleveland Clinic Health System and its system hospitals (Cleveland Clinic Health System) is to provide equal opportunity to all of our caregivers and applicants for employment in our drug free environment. All offers of employment are followed by testing for controlled substances.

Cleveland Clinic Health System administers an influenza prevention program. You will be required to comply with this program, which will include obtaining an influenza vaccination on an annual basis or obtaining an approved exemption.

Decisions concerning employment, transfers and promotions are made upon the basis of the best qualified candidate without regard to color, race, religion, national origin, age, sex, sexual orientation, marital status, ancestry, status as a disabled or Vietnam era veteran or any other characteristic protected by law. Information provided on this application may be shared with any Cleveland Clinic Health System facility.

If applying for a Florida position, please see the following website for more information on the background screening requirements required by the Agency of Health Care Administration:

Please review the Equal Employment Opportunity poster.

Cleveland Clinic is pleased to be an equal employment opportunity employer.