Program Director

Program Director About the Role Program Director is a hands‑on position with organization‑wide impact. The Director is responsible for the daily operation of our patient support programs: managing hospital referrals, processing patient assistance grants, coordinating patient and hospital events, maintaining accurate records, and sustaining regular communication with hospital social work teams. The Director ensures request and referrals are answered promptly, assistance delivered accurately, and questions handled with care. Safeguarding and strengthening the quality of the hospital partner and patient experience is the Director’s foremost responsibility. In addition, Harboring Hearts is preparing to extend its hospital network beyond New York into New Jersey, Connecticut, and Pennsylvania, and to continue to develop our Medical Advisory Board. The CEO leads expansion efforts with the Director as a partner throughout, helping to identify and assess target institutions, prepare materials, participate in meetings and site visits, and develop the operational processes new sites will require. The Director also provides perspective on program strategy. The daily work with patients, families and hospital teams affords a unique viewpoint and helps to inform where our impact can be greatest, what current need looks like in real‑time, and what the data indicates. Key Responsibilities: Program Delivery & Administration Run the day‑to‑day operations of Harboring Hearts' Emergency Fund and act as lead coordinator for all patient and hospital programs and events Manage the referral process end to end - intake, eligibility review, approval, and follow‑up - for several hundred patient assistance requests each year Administer patient assistance disbursements accurately and on time, working within established internal controls alongside the CEO, bookkeeper and audit team Coordinate the logistics of patient and hospital facing events including vendors, venues, volunteers, and patient participation Maintain complete, accurate program records, files, and documentation Handle the administrative work the programs require: correspondence, scheduling, materials, tracking, and vendor coordination Hospital Partnership Management Serve as the primary day‑to‑day contact for social work teams and clinical staff across our 10‑hospital partner network Maintain responsive, reliable service to referring social workers Check in regularly with partner sites to identify success stories, identify deeper partnership opportunities, and to surface any points of friction or gaps in support Assume day‑to‑day management of new hospital relationships once established Program Strategy & Improvement Work with the CEO to assess where our programs are working best and what improvements or efficiencies can be made Recommend improvements to program design, eligibility criteria, and delivery Document and strengthen program processes so the model can hold its quality as the organization grows Manage program budgets and ensure programs operate within approved spending and grant requirements Expansion Support Support efforts to extend the hospital network into New Jersey, Connecticut, and Pennsylvania - researching and assessing target institutions, preparing outreach materials, and participating in meetings and site visits Build the operational groundwork new sites require: onboarding materials, referral protocols, and documentation Support the continued development of a Medical Advisory Board, including research, scheduling, materials, and ongoing coordination once it is seated Data, Evaluation & Reporting Maintain the data that tracks program reach, outcomes, and impact Own program data collection, integrity, and reporting, including reports for the CEO, Board of Directors, funders, and hospital partners Use program data to identify service gaps and inform program decisions Organizational Collaboration Contribute program content, outcome data, and patient stories to grant proposals, reports, and communications Represent Harboring Hearts at hospital, sector, and community convenings Coordinate volunteers supporting program delivery Pitch in across the organization as a small team requires Qualifications Required Minimum 3 years of experience in nonprofit program delivery, healthcare, patient support services, or social services Bachelor's degree in public health, social work, nonprofit management, or a related field Demonstrated comfort with hands‑on program administration - you will run the intake, the records, the logistics, and the follow‑up Experience building and maintaining working relationships with institutional partners such as hospitals, health systems, or community organizations Strong organizational skills: managing timelines, budgets, competing priorities, and detailed records with a high degree of accuracy Experience collecting program data and translating it into reporting for leadership, funders, or external partners Excellent written and verbal communication skills, with the ability to adapt approach across clinical, philanthropic, and community audiences Comfort working in a small organization where roles are broad and everyone takes on tasks as needed Proficiency with remote collaboration tools and standard office software Residence in the New York metropolitan area and ability to travel to hospital sites and organizational events as needed Preferred Master's degree in public health (MPH), social work (MSW), or a related field Direct experience working within or alongside a hospital system Experience launching a program at a new site or in a new geography Experience supporting an advisory board, committee, or working group Familiarity with CRM, case management, and grants management systems Location:A mid‑town Manhattan office is available for on‑site work five days a week. Remote work is also possible, with required residence in the New York metropolitan area and on‑site presence 1–2 days per week as needed. About Harboring Hearts Harboring Hearts is a 501(c)(3) nonprofit that removes the financial barriers standing between cardiac surgery and transplant patients and their recovery. We partner with leading hospitals and social work teams across the New York metropolitan area (New York-Presbyterian, NYU Langone Health, Northwell Health, Montefiore, Mount Sinai, Westchester Medical Center, and Stony Brook University Hospital) to deliver direct financial assistance to patients and families. What We Offer Salary range of $80,000 – $85,000, commensurate with experience Comprehensive health insurance – medical, dental, vision 401(k) with a 3% employer contribution Generous paid time off, paid holidays, and a paid organizational shutdown between Christmas and New Year's Flexible work arrangement — mid‑town Manhattan office available five days a week, or primarily remote with 1–2 days on site as needed Annual performance review with eligibility for merit increase Professional development support Reports To:Chief Executive Officer Type:Full‑time, Exempt Direct Reports:None Harboring Hearts is an equal opportunity employer. We are committed to building a team that reflects the communities we serve and strongly encourage applications from candidates of all backgrounds, including those with lived experience of the cardiac and transplant journey. #J-18808-Ljbffr