Facilities Business Operations Coordinator - Budgeting

The Medical College of Wisconsin, Inc.; United States; On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health coverage

Tuition reimbursement

Paid parental leave

EFAP

Pet Insurance

On-campus fitness facility

Job summary

The Medical College of Wisconsin is seeking a seasoned administrator to coordinate department operations, space planning, and facilities management, ensuring alignment with MCW policies.

You will develop budgets, allocate resources, and oversee administrative services while collaborating with central services and department leadership to advance strategic initiatives.

Qualifications

• Bachelor's degree required; four or more years of experience in department operations or administration.

Responsibilities

• Coordinate department administrative operations involving space, facilities, and resources to support objectives.
• Develop and analyze budgets and reports; allocate staff, materials, and funds for efficiency.
• Oversee office services and record-keeping; ensure compliance with institutional policies.
• Interact with facilities, architects, and contractors on renovations and space planning.
• Coordinate onboarding of administrative personnel and support strategic initiatives.
• Collaborate with central services to implement department and institutional programs.

Skills

Technical knowledge

Business acumen

Project management

Cultural awareness

Customer focus

Communication

Critical thinking

Influencing

Education

Bachelor's degree

Job description

Summary

Function as a key coordinator for department administrative operations involving space, facilities, administrative resources, and special projects. Coordinate functions of the department to support operational objectives and strategic initiatives, consistent with MCW policies and procedures. Provide oversight for space and facilities and administrative business practices across multiple divisions. Foster consistency in practices and adherence to MCW policy throughout the Department.

Primary Responsibilities

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. Ensures correct functioning of facilities, office and/or business support services. Develops and prepares budgets and analyzes financial information. Directs department operations and allocates people, material, and financial resources to ensure operational efficiency. Manages office services and operations including preparing reports, analysis, and other business services. Responsible for the coordination and implementation of department administrative operations involving space, facilities, administrative resources, and operations. Assist in the development of Departmental policy and procedure statements and implement approved changes to assure compliance with institutional policies. Carry out special projects on behalf of Department leadership. Collaborate with MCW Central Services to implement administrative and programmatic functions in support of the Department strategic and operational objectives while maintaining alignment with institution-wide initiatives.

Under the direction of Department leadership, coordinate departmental and program renovation projects in conjunction with institutional facilities offices. Coordinate departmental activities related to space, facilities and equipment, including renovations, moves, maintenance and ongoing facilities operations. Maintain appropriate records of renovations, reallocation of space, and equipment inventory in appropriate record-keeping systems. Under the direction of Department leadership, interact on behalf of Department with architects, contractors, MCW administration or other parties as necessary and participates in planning and design as necessary.

In collaboration with Department administration, coordinate onboarding of administrative personnel. Serve as a liaison to section administration to coordinate the implementation of Departmental and Institutional initiatives. Follow the MCW code of conduct, all laws, regulations and policies and ensure legal compliance with governmental and grant requirements. May supervise administrative personnel. Other duties as assigned.

Schedule

Schedule: Monday - Friday standard business hours, working a minimum of 3 days a week onsite.

Knowledge – Skills – Abilities

Knowledge of technical, business, consultation, project management, and cultural awareness. Customer focus, building trust, communication, critical thinking, and influencing skills.

Qualifications

Appropriate experience may be substituted for education on an equivalent basis. Minimum Required Education: Bachelor’s degree Minimum Required Experience: 4 year’s #LI-FL1

Physical Requirements

Work requires occasionally lifting moderate weight materials, standing, or walking continuously.

Work Environment Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment. Sensory Acuity Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.

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 Employee & Family Assistance Program (EFAP) 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.

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.

About Us

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. For more information, please visit our institutional website. 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. About Us Together, we can build a healthier world. A student, an educator, a scientist and a community leader — alone, they can do many things. Together, the question isn’t what they can do, but what can’t they. The Medical College of Wisconsin (MCW) brings together the most inquisitive, passionate minds in science, medicine, education and community engagement to tackle today’s toughest challenges in health and society. Academic medicine is at the center of where scientists, physicians and students work hand-in-hand with the community to ask the most important questions and fuel the cycle of innovation that shapes the future of medicine. Medical College of Wisconsin The tireless pursuit of knowledge and the power of academic medicine is at the core of everything we do at MCW. Bringing together the world’s top scientists and clinicians, inspired students and invested communities, we are driven to solve the most complex challenges in health and society. With around 1,600 full-time and part-time faculty and approximately 3,500 full-time employees, MCW is home to a diverse group of thought leaders working in collaboration to pioneer pathways to a healthier world and drive a continuous cycle of life‑changing discovery.