Physician and APP Recruitment Coordinator

Mcw; Milwaukee (WI); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health coverage

403B retirement

Vacation & holidays

Tuition reimbursement

Parental leave

Employee assistance

Pet insurance

Fitness facility

Discount programs

Job summary

MCW is seeking a Physician & APP Recruitment Coordinator to support growth and success of faculty, physicians, and advanced practice clinicians. The role coordinates recruitment logistics, negotiates with vendors, and tracks expenses to ensure smooth, compliant processes across departments.

The coordinator collaborates with the Office of Faculty Affairs and Leadership Development (OFALD) and hiring leaders, supports onboarding, and helps optimize recruitment strategies while maintaining high

Qualifications

• Bachelor’s degree required; 1 year experience preferred.
• Experience coordinating recruitment and administrative tasks.
• Knowledge of employment laws and compliance.

Responsibilities

• Coordinate interview itineraries and travel for physician candidates and partners.
• Manage scheduling changes and contingency plans with internal teams.
• Maintain relationships with departments, MCW Medical Group, OFALD, and vendors.
• Address candidate inquiries about employment, benefits, and MCW processes.
• Track interview-related expenses and invoice departments.
• Support relocation services and onboarding logistics.

Skills

Critical thinking

Communication skills

Relationship building

Integrity

Deadline driven

Adaptability

MS Office

Interpersonal skills

Professional demeanor

Education

Bachelor's degree

Tools

Oracle

Excel

P-card system

Job description

Summary

The Physician & APP Recruitment Coordinator plays a key role in supporting the growth and success of MCW faculty, physicians, and advanced practice clinicians. This position coordinates the logistics of the recruitment and interview process, helping to ensure timely and successful faculty and APP placements. Serving as a liaison among departments, clinical practices, candidates, and the Office of Faculty Affairs and Leadership Development (OFALD). This role is responsible for coordinating all recruitment activities. This includes managing relationships with third-party vendors, clinical practices, recruiters, candidates, and MCW departments to facilitate a smooth and professional recruitment experience. The coordinator also oversees recruitment financials to ensure timely processing and accurate record-keeping.

Primary Responsibilities

• Create and coordinate comprehensive and tailored interview itineraries for physician candidates and their partners/significant others, ensuring consistency and confidentiality throughout the process. There may be limited support for APP candidate itineraries, as needed. Responsibilities include arranging travel, lodging, meals, transportation, and tours of the city, real estate options, and schools as needed, to provide a thorough and welcoming experience for candidates and their families.
• Exhibit flexibility and quick problem-solving skills, with some required availability outside of regular working hours to promptly address any changes or issues that may arise. You may need to adjust schedules and logistics for candidate interview days in response to unforeseen changes. This includes communicating effectively with candidates and internal teams, collaborating with hiring managers to realign resources, and proactively developing contingency plans to ensure a smooth recruitment process while maintaining a positive candidate experience.
• Build and sustain ongoing relationships with various departments, MCW-Medical Group, CSG, OFALD, and external vendors to proactively identify and address potential issues.
• Maintain a strong understanding of physician employment practices, the recruitment process, and MCW benefits to effectively address candidate inquiries, as needed.
• Monitor and document interview-related expenses for candidate visits, including travel, lodging, welcome baskets, transportation, meals, and tours, and invoice hiring departments accordingly.
• Support the candidate reimbursement process for any incidental expenses incurred by candidates or their partners/significant others.
• Manage processing of p-card expense reports, purchase orders (POs), and special purchase orders (SPOs).
• Manage the creation, distribution, and tracking of all chargeback invoices to departments and divisions, ensuring timely processing, accurate record-keeping, and consistency in account balances. Identify discrepancies and provide prompt resolutions.
• Generate detailed expense reports in Oracle for credit card transactions, for coordinators with p-card access. Reconcile p-card purchases by validating them against supporting documentation and ensuring accurate recording in the ledger.
• Collaborate with the Physician & APP Recruiter and hiring leaders to ensure a smooth onboarding experience for new hires, including assistance with relocation services, as needed.
• Enhance and refine processes, procedures, policies, and strategies for physician recruitment.
• Maintain up to date knowledge and compliance with federal and state fair employment laws and guidelines.
• Manage the ordering, tracking, and organization of snack and office supplies to ensure availability and efficient use.
• Support special projects as required, including maintaining the applicant database, assisting recruiters with candidate sourcing methods (such as creating flyers, mailings, email campaigns, advertisements, and social media).
• Other duties as assigned.

Knowledge – Skills – Abilities

• Possesses critical thinking skills.
• Communicates orally and in writing clearly and logically within all levels of the organization.
• Ability to develop and earn credibility and trust with College leaders.
• Demonstrates personal integrity in all interactions; role models the MCW code of conduct, follow all laws, regulations and policies and ensure legal compliance with governmental requirements.
• Identifies and overcomes obstacles to goal and task achievement.
• Is accountable for meeting deadlines without sacrificing accuracy, quality or service standards.
• Effectively adapts to change. Independent judgment is required to plan, prioritize and organize competing workload demands.
• Work with in a complex matrix of relationships and networking.
• Proficiency in MS Office required.
• Excellent interpersonal skills with the ability to engage at all levels of the organization.
• Demonstrate a professional and adaptable demeanor with internal and external clients, including administrators, physicians, peers, and support staff.

Qualifications

Appropriate experience may be substituted for education on an equivalent basis.

Minimum Required Education: Bachelor’s degree

Minimum Required Experience: 1 year

Preferred Experience: Coordination and administrative experience, prefer human resources or faculty affairs experience

Physical Requirements

Work requires infrequent physical effort such as walking or retrieving materials.

Work Environment

May experience slightly disagreeable features such as temperature changes or noise from time to time. Work 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.