Program Coordinator, Digital and Informatics

Heartland Whole Health Institute is a non-profit that addresses physical, mental, emotional, and social well-being by working with health systems, employers, and communities to redesign health care delivery.

Job Description:

Job Title: Program Coordinator, Digital and Informatics

Reports to: Director, Clinical Informatics and Digital Strategy

FLSA Classification: Non-Exempt
Location: Bentonville, Arkansas (On-site)

Date Reviewed
: 12/08/2025

Heartland Whole Health Institute (HWHI) is dedicated to transforming health care – beginning in our home of Northwest Arkansas and scaling to disrupt the national health crisis. We advocate, educate, and guide the implementation of an innovative system, rooted in whole health and the realignment of financial incentives. Our team members are collaborative, analytical, mission-driven, and working together to change the status quo.

The Institute’s 85,000-square-foot facility is located on the campus of Crystal Bridges Museum of American Art near Alice L. Walton School of Medicine.

The Program Coordinator, Digital and Informatics is a key position that provides project coordination and administrative support to the Chief Transformation Officer and the full Digital and Informatics team. This role supports day-to-day operations, manages all forms of communication, scheduling, travel, budgets, and protocols related to the full Digital and Informatics team while also liaising team business functions in coordination with Art + Wellness Enterprises (AWE) partners.

This role requires a strong combination of organizational skills, high attention to detail, and the ability to prioritize and manage multiple tasks in a dynamic, fast-paced environment. This role works closely with all roles, including other coordinators, analysts, project managers, etc. on other administrative initiatives that collectively support the organization. This role involves complex duties requiring significant discretion in handling highly confidential information and sensitive matters, as well as the ability to proactively balance multiple tasks.

Executive Support

• Coordinate Digital and Informatics team scheduling and logistics needs, primarily supporting the schedule of the Chief Transformation Officer.
• Organize internal and external meetings, events, and guest visits and ensure proper setup, including ordering food and beverages (as required), notifying attendees, managing logistics, drafting and distributing agendas, and providing a seamless and professional experience.
• Coordinate travel logistics for Digital and Informatics team events, including flights, transportation, lodging, and any other travel support as needed.
• As needed, accurately record and distribute detailed meeting notes, action items, and key decisions from meetings, ensuring clear communication and follow‑up on tasks and deadlines.
• Track, monitor, and follow up on projects and action items for the Digital and Informatics team, collaborating closely with the CTO and other department leaders to provide regular updates on outstanding tasks.
• Create, track, and regularly review departmental budget for Digital and Informatics team, including the preparation of business expense reports.

Business Support and Operations

• Assist with digital health, informatics, and innovation initiatives that support improved access to whole person care and strengthen HWHI’s digital and data capabilities.
• Track, monitor and execute on special projects assigned by Digital and Informatics leadership, including supporting team‑wide gatherings, community convenings, and other community activities.
• Work closely to coordinate meetings and events with health system partners, technology vendors, employer partners, and other stakeholders.
• Maintain accurate and up‑to‑date Salesforce records by entering and updating information from Digital and Informatics leadership calendars and other verified sources in a timely manner.
• Assist with coordination, logistics, planning, and preparation for Board Meetings, as directed by the manager responsible for meeting logistics.
• Liaise with AWE to ensure seamless communications…