Administrative Coordinator

Purpose

Function as a key coordinator for human resources, purchasing, and financial management of the department. Assure the smooth running of the department and support department Chair and Department Administrator (DA). Foster consistency in practices and adherence to MCW policy throughout the Department.

Primary Functions

• Provides various office and location support activities.
• Provides, initiates, and prioritizes a variety of complex, diversified, confidential, and comprehensive administrative support to department Chair and DA requiring a broad knowledge of the system’s policies and practices.
• Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business unit to which the support is being provided.
• Ensures correct functioning of facilities, office and/or business support services.
• Assists department leadership to prepare and retain records, files, and reports.
• Coordinate, plan, and implement office activities and procedures of the department.
• Assist with monitoring division budget including maintaining budget records.
• Initiates purchase order requests, check requests, and travel expenses.
• Serve as a liaison to department administration to coordinate the implementation of Departmental and Institutional initiatives.
• Oversight and training of department administrative staff, as needed.
• In collaboration with department leadership, coordinate onboarding of faculty and administrative personnel.
• Assists with faculty recruitment and ensures timely credentialing of providers.
• Prepares and maintains all confidential records and files related to faculty and staff personnel matters.
• Serves as an expert resource on MCW policy to staff and faculty.
• In coordination with department staff, facilitates communication between physicians and clinics regarding patient care and scheduling issues.
• Oversees special projects such as workshops, retreats, and advisory committee meetings.
• Represent the department on task forces and committees as appropriate.
• Participates in administrative departmental strategic planning.
• Anticipates problems and serves as the escalation point person when necessary to address concerns or issues with other department’s personnel or business unit leadership.
• Coordinates cross coverage for all admin staff when necessary and ensures AA’s are cross trained to ensure no gaps exist in supporting faculty and institutional partners.
• Other duties and special projects as assigned.

Preferred Schedule:

8-5 M-F

Position Requirements:

Knowledge – Skills – Abilities

Demonstrate ability to maintain a high degree of confidentiality. Ability to prioritize office workflow and make effective administrative decisions to increase efficiency, accuracy, and productivity. Ability to take initiative to develop correspondence as appropriate and independently problem solve on office related issues. Demonstrate ability to communicate (written and verbal) tactfully and effectively, with a variety of individuals and highly visible faculty/staff. Must be proficient in the use of the Microsoft Office (Excel, PowerPoint and Word) or similar product. Demonstrate ability to create and compile simple to complex documents, reports, graphs/charts, and presentations. Ability to manage data systematically. Demonstrates organizational ability and attention to detail and accuracy. Ability to effectively present information in one-on-one and small group situations.

Knowledge of economics, accounting, mathematics, administration, English language, law, government, and human resources.

Work requires resource management, mathematics, problem solving, coordinating work activities, critical thinking, systems analysis, operations analysis, time management, writing, active listening, and active learning skills.

Speech clarity, speech recognition, finger dexterity, and wrist-finger speed while operating computers abilities required.

Specifications

Appropriate experience may be substituted on equivalent basis

Minimum Required Education: Bachelor’s Degree

Minimum Required Experience: 2 years of experience

Preferred Education: Bachelor’s Degree

Preferred Experience: Academic, Healthcare

Why MCW?

• Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental. Along with Flexible Spending options
• 403B Retirement Package
• Competitive Vacation and Paid Holidays offered
• Tuition Reimbursement
• Paid Parental Leave
• On campus Fitness Facility, offering onsite classes.
• Additional discounted rates on items such as: Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.

For a full list of positions see: www.mcw.edu/careers

For a brief overview of our benefits see: https://www.mcw.edu/departments/human-resources/benefits

Eastern Wisconsin is a vibrant, diverse metropolitan area. MCW is intent on attracting, developing, and retaining a diverse workforce and faculty body that reflects the community we serve. We value diversity of backgrounds, experience, thought, and perspectives to advance excellence in science and medicine. MCW is a welcoming campus community with a strong culture of collaboration, partnership, and engagement with our surrounding community.

MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination

The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual’s race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.