Administrative Coordinator I-Medicine Administration

Medical College of Wisconsin

POSITION IDENTIFICATION
 
Position Title:   Administrative Coordinator I               
Department:    Medicine
Division:           Divisional Assignment-will support multiple divisions
Location:          Froedtert and MCW Clinical Cancer Center/Specialty Clinics Building
Workweek:      8:00am-5:00pm – Scheduling flexibility is required to accommodate changing business needs.
                                                                                     
SUPERVISORY RELATIONSHIPS
 
Reports to:                    Division Administrator                                                                                             
Directly Supervises:      Supervise Administrative Assistants in daily tasks, organization and operations.
 
POSITION PURPOSE
 
Function as key individual for Division staff and faculty on human resources, purchasing and various financial management issues.  Assure the smooth running of the division by supervising administrative assistants’ daily processes.  Advise Division staff members and Division faculty members on human resources, employment and administrative issues.    Provide oversight for the Division’s performance evaluation process.  Direct portions of and collaborate in Annual Budget Process.  Serve as editor of the Division’s Annual Report, direct and write portions of the report.
 
ESSENTIAL BEHAVIORS
 
Build Trust: Operate with transparency, no hidden agenda; place confidence in colleagues, give proper credit to others. Follow through on agreed upon actions. Treat sensitive or confidential information appropriately. Keep emotions under control. Exhibit ethical and moral behavior in everyday business conduct.
Foster Communication: Demonstrate ability to carefully listen to others at all levels of the organization.  Seek and listen to feedback and be approachable. Express thoughts and ideas effectively.  Display and promote cross cultural sensitivity. 
Display Stewardship: Understand business implications of decisions.  Conserve organization resources.  Look for ways to improve and promote quality.  Take personal responsibility.  Use resources in an efficient and cost-effective manner. 
ESSENTIAL DUTIES
In order of importance
 
1.      Manage personnel within Division, including direct and indirect supervision.  Lead personnel administration and recruitment services, provide guidance regarding MCW general adminstrative and human resources policies and procedures to faculty, fellows and staff. 
2.      Participate in interview process and collaborate with central DOM  on faculty recruitment and credentialing. Initiate draft faculty offer letters; lead faculty orientation/division onboarding process.  Participate in staff interviewing and manage interview process from initial inquiry to letter of offer.  Manage employee orientation/onboarding process.  Process and maintain all confidential records and files relating to faculty and staff personnel matters.  Respond to audit requests; ensure Division compliance on regulatory matters related to hiring, recruitment and personnel.  Administer visa and permanent residency cases for Division staff and faculty.
3.      Direct and manage workload of Division Administrative Assistants; conduct annual performance evaluations.  Provide and ensure appropriate training.
4.      Approve staff time cards, utilizing TimeLink.  Resolve issues related to payroll and ensure legal compliance with MCW policies and procedures and State and Federal guidelines.
5.      Counsel staff and faculty on employee relations and conflict mediation issues.  Manage and monitor the Division’s Performance Evaluation Process. Regularly analyze and review job descriptions for all staff to maintain legal compliance. 
6.      Monitor division budget including maintaining budget records.  Review and approve expenditures against approved budgets.  Work closely with Division Administrator and Principal Investigtors in preparation and monitoring of grant budgets. Initiate purchase order requests, check requests and travel expenses. Assist in the development of the annual retained earnings budget.
7.      Advise staff and providers on patient care and provider issues.  Manage patient care complaints and billing issues.
8.      Coordinate, plan and implement office activities and procedures of the Division.  Represent the Division on task forces and committees as needed.  Direct special projects as needed, including but not limited to editing and writing the Division’s Annual Report for publication.
9.      Responsible for updating division internet page
10.  Responsible for scheduling division meetings to support division goals in the area of communication.  In addition to scheduling will seek agenda items, create and distribute agenda(s) as well as take, seek approval and distribute meeting minutes.
11.  Facilitate LEAN project documentation including A3, process flow maps, meeting agenda/minutes
 
OTHER DUTIES
 
Perform other duties as assigned.
 
MINIMUM POSITION QUALIFICATIONS
Appropriate education and/or experience may be substituted on equivalent basis
 
Education:                     Bachelor’s Degree in Business, Communications, Human Resources, Healthcare Administration or related field required.                                                                  
 
Experience:                   1 year of experience in office management required.  Experience in a medical, research, or educational environment preferred.                                                                          
 
Certifications/Licenses: None.  Human Resources training preferred.
 
KNOWLEDGE, SKILLS, & ABILITIES
Strong understanding of human resources related issues is essential, with additional education and training on MCW policies and Wisconsin and Federal laws preferred.  Excellent oral and written communication skills are required.  Strong critical thinking, problem solving and attentiveness to detail required. Exceptional computer skills required. Strongly prefer candidate with Applicant Tracking System Experience (Taleo, Peoplesoft or related). Familiarity with a Timekeeping system (TimeLink, ADP or related) strongly desired. Ability to lead by setting appropriate examples.  Must have experience training new employees.  Demonstrated ability to maintain confidences.  Ability to set and communicate priorities; effectively planning and organizing the work of the group.  Ability to foster teamwork.  Ability to demonstrate personal integrity in all interactions.  Must have well-developed customer service skills.  Knowledge of medical terminology preferred.  Training in Microsoft software, Excel, Powerpoint, Word, Outlook, Access and Publisher, preferred.  Training in EPIC preferred.
 
 


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