Administrative Coordinator - MCW CSG Shared Administrative Services Team

Position Description:

As an Administrative Coordinator in Pediatrics you will function as a key coordinator for the Shared MCW CSG Administrative Services Department, providing high level support to department leadership and assuring coordination of key departmental functions and initiatives across the finance, HR, research and education divisions.

Primary Responsibilities

• Serves as the primary support person to the Department Administrator, Associate Department Administrator, and Research Administrator, using appropriate problem-solving skills to address and/or direct inquiries, escalating issues as necessary.
• Maintains complex calendars and efficiently handles scheduling requests in a timely manner. Proactively ensures key departmental leadership are informed and prepared for their daily schedules.
• Assists Finance Manager and Research Managers with special projects that require significant administrative coordination. Schedule annual division budget meetings with appropriate stakeholders.
• Administers use of Shared Services Administration purchasing card, tracking and reconciling purchasing expenses according to MCW policy.
• Initiate purchase order requests, check requests, and travel expenses.
• Coordinate staff recruitment, hiring, discipline, and annual reviews for Shared Services personnel.
• Participate in departmental strategic planning and leadership meetings.
• Coordinate departmental meetings, compiling agendas and recording/distributing meeting minutes.
• Coordinates travel itineraries and conference arrangements. Reconciles travel charges and reimbursements.
• Maintain departmental organization charts, departmental contact lists and other departmental documents.
• Provides various office and location support activities.
• Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business unit to which the support is being provided.
• Directs department operations to prepare and retain records, files, and reports.
• Manages daily operations of the department, primarily in the areas of human resources, compliance, and financial management.
• Prepare and maintain all confidential records and files relating to faculty and staff personnel matters.
• Oversee special projects such as workshops, retreats, and advisory committee meetings.
• Represent the division on task forces and committee as appropriate.
• Other duties as assigned.

Knowledge - Skills - Abilities

• 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.

Preferred Schedule:



Full-time role with expectations for coverage during core business hours and flexibility required as necessary to accommodate business needs.

Position Requirements:

Appropriate experience may be substituted on equivalent basis.

Minimum Required Education: Bachelor's degree

Minimum Required Experience: 2 years of experience

Preferred Experience: 5 years of progressive administrative support experience

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
• Pet Insurance
• 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

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 an inclusive 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.

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