Business Operations Coordinator

Position Description:

We're looking for those individuals-the creative thinkers and innovation seekers-who are content with nothing short of changing the world. Discover the endless opportunities within the Medical College of Wisconsin (MCW) and be inspired by the work we can do together to improve health, and make a positive, daily impact in our communities. In the role of a Business Operations Coordinator you will be working in Biophysics.

Purpose

Coordinates the department's critical and day-to-day operations involving space/facilities, events, purchasing/reimbursements, administrative resources, website/social media, and special projects.

Interacts with department leadership, faculty, and administrative staff to coordinate and support operational objectives and strategic initiatives of the department, consistent with MCW policies and procedures. Serves as back-up for the Department Administrator as needed.

Provides oversight for space and facilities and daily administrative business practices across various labs within the department.

Dynamic Work Environment

This role offers a variety of tasks, from space/facility coordination to budgeting to event coordination, with the flexibility to adapt to the ever-changing needs of a research environment. Every day will bring new challenges with autonomy to handle key strategic goals-all while being an integral part of a team that drives scientific progress.

Primary Functions

• Responsible for coordination, functionality and implementation of departmental operations involving space, facilities, equipment management and resource allocation.
• Partner with MCW central services, program planning personnel and external contractors to carry out daily and special projects related to service tickets, moves, renovations and remodeling.
• Partner with labs and MCW central services to implement and execute procedures regarding safety and risk, compliance and training.
• Partner with administrator on oversight of space design and database, laboratory inventory, maintenance, service contracts and audit controls.
• Collaborate with administrator to develop efficient project-based budgets, maintain deadlines and ensure operational efficiency.
• Manage departmental emergency and evacuation protocols and documentation.
• Conduct administrative office operations including ordering of office supplies and tracking of service contracts.
• Liaison and partner as departmental expert on A/P, A/R, purchase order entry and reimbursements with compliance of funding source and MCW institutional policies.
• Train new staff on purchasing systems, overseeing entry of requisitions and related transactions.
• Identify, enhance and follow specific processes and procedures to maximize the efficiencies of the department.
• Verify accuracy of reporting data and financial performance indicators.
• Assist with onboarding activities of new students, staff and faculty.
• Assist with facilitation of events such as research meetings and speaker sessions, including arranging travel, logistics and space allocation.
• Liaise with external stakeholders, including visiting scientists and speakers, to ensure smooth operations and successful collaborations.
• Develop, coordinate and solicit materials for departmental website, departmental newsletter and social media platforms.
• Maintain departmental employee databases and email distribution lists.
• Coordinate event setup for departmental meetings and activities.
• Follow the MCW code of conduct, all laws, regulations and policies and ensure legal compliance with governmental and grant requirements.

Knowledge - Skills - Abilities

Familiarity with financial management systems, strong organizational and project management skills, and an ability to communicate effectively with both administrative staff and scientific professionals.

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Preferred Schedule:



Monday - Friday 8:00-5:00

Position Requirements:

Specifications

Appropriate experience may be substituted for education on an equivalent basis

Minimum Required Education: Bachelor's Degree

Minimum Required Experience: 4 years

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

At MCW all of our endeavors, from our internal operations to our interactions with our partners, are driven by our shared organizational values: Caring - Collaborative - Curiosity - Inclusive - Integrity - Respect. We are committed to fostering an inclusive environment that values diversity in backgrounds, experiences, and perspectives through merit-based processes and in alignment with all applicable laws. We believe that embracing human differences is critical to realize our vision of a healthier world, and we recognize that a healthy and thriving community starts from within. Our values define who we are, what we stand for and how we conduct ourselves at MCW. If you believe in embracing individuality and working together according to these principles to improve health for all, then MCW is the place for you.

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.

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