Facilities Business Operations Coordinator - Budgeting

Medical College of Wisconsin; Wauwatosa (WI); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health, vision and dental coverage

403B retirement package

Paid vacation and holidays

Tuition reimbursement

Paid parental leave

EFAP

Pet insurance

On-campus fitness facility

Discounts on cell plans and local gear

Job summary

The Medical College of Wisconsin is seeking a capable administrator to coordinate department operations, including space planning, facilities, and resource management, aligning with MCW policies. You will support budgets, prepare reports, and drive program initiatives across divisions.

Responsibilities include supervising administrative staff, onboarding personnel, and collaborating with central services to implement departmental and institutional initiatives while ensuring compliance with

Qualifications

• Bachelor's degree required or equivalent experience.
• Minimum of 4 years in department administration or similar.
• Experience coordinating space, facilities, and budgets is preferred.

Responsibilities

• Provides various office and location support activities.
• Identifies, enhances, and follows processes to maximize efficiency.
• Ensures functioning of facilities and business support services.
• Develops and prepares budgets and analyzes financial information.
• Directs department operations and allocates resources for efficiency.
• Manages office services, reports, and other business services.
• Coordinates departmental admin operations and implements policies.
• Carries out special projects with MCW Central Services.
• Coordinates renovations, moves, and facilities operations with facilities offices.
• Onboards administrative personnel and liaises with section administration.
• Follows MCW code of conduct and compliance with laws and grants.
• May supervise administrative personnel.

Skills

Project management

Communication

Critical thinking

Building trust

Influencing skills

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:

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.

For a brief overview of our benefits see: Benefits Overview

For a full list of positions see: MCW Careers

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.