Physician & APP Recruitment Coordinator

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

Benefits offered by this job

Health insurance

Tuition reimbursement

Paid holidays

Job summary

The Medical College of Wisconsin, Inc. seeks a Physician & APP Recruitment Coordinator to orchestrate the logistics of physician and APP recruitment, interview planning, and onboarding.

You will liaise with departments, candidates, vendors, and the Office of Faculty Affairs to ensure a smooth, compliant process and accurate record-keeping. You will manage travel, lodging, and event logistics, coordinate expense reporting, and support recruitment-related projects across multiple MCW entities.

Qualifications

• Bachelor’s degree required; 1 year minimum experience in coordination/administration
• Preferred experience in human resources or faculty affairs

Responsibilities

• Create and coordinate interview itineraries for physician candidates and partners; arrange travel, lodging, meals, transportation, and city tours
• Manage recruitment finances: expense reports, p-card, POs/SPOs, chargebacks and vendor invoices
• Support onboarding and relocation services; assist recruiters with candidate sourcing and communications
• Maintain applicant database, track recruitment activities, and ensure compliance with employment laws

Skills

Critical thinking

Communication

MS Office

Interpersonal skills

Education

Bachelor’s degree

Tools

Oracle

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 (OFA). 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, MCP, CSG, OFA, 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.

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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

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.