Planning, Design & Construction Administrative Coordinator.

The Medical College of Wisconsin, Inc.; United States; On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Tuition reimbursement

403(b) retirement plan

Paid vacation & holidays

On-campus fitness facility

Job summary

The Medical College of Wisconsin (MCW) is seeking a Planning, Design & Construction department operations coordinator to manage budgeting, procurement, and day-to-day business activities. This role supports strategic planning, maintains SOPs, and ensures adherence to MCW policies while coordinating with Finance, ITS, HR, and Communications.

The successful candidate will oversee Workday, FAMIS, ARCHIBUS/SIMS, and Teams, produce KPI reports, and drive data-driven improvements.

Qualifications

• Bachelor’s degree required.
• Minimum of 4 years of experience.
• Budgeting experience preferred.

Responsibilities

• Manage procurement processes, vendor contracts and software licensing for the department.
• Oversee departmental budget, monitor project costs and perform cost-benefit analyses.
• Supports PDC leadership with manpower budgeting, salary planning, and long term planning.
• Establish SOPs and standardize project management tools to improve delivery timelines.
• Coordinate onboarding of PDC personnel and liaise with Finance, ITS, HR, and Communications.

Skills

Budgeting

Procurement

Vendor management

Project management

Cross-functional communication

Financial analysis

Data-driven decision making

Education

Bachelor’s degree

Tools

Workday

FAMIS

ARCHIBUS/SIMS

Microsoft Teams

Job description

Summary

Serves as Planning, Design & Construction (PDC) department business operations coordinator which focuses on budgeting, administrative responsibilities, work order intake, supporting space management, assisting with strategic & master planning efforts, tracking key performance indicators and special projects. Managing day-to-day operations and cross-functional communication. Provides oversight for budgeting, purchasing, and other business procedures. Fosters consistency in practices and adherence to MCW policy throughout the department.

Primary Responsibilities

Manage procurement processes, vendor contracts and software licensing for the department. Oversee departmental budget, monitor project costs and perform cost-benefit analyses to ensure financial viability. Supports PDC leadership with manpower budgeting, salary planning, and long term planning. Ensure PDC specific platforms operate and support MCW missions, these systems include but are not limited to; Workday, FAMIS, ARCHIBUS/SIMS, and Microsoft Teams features. Manages office services and operations including preparing reports, analysis, and other business services to maximize business unit efficiencies. Act as the central liaison between the PDC department and other internal business units (e.g., Finance, ITS, Human Resources, Communications/ Branding) Establish standard operating procedures (SOPs) and methodologies to reduce bottlenecks and improve project delivery timelines. Introduce and standardize project management tools and software to facilitate smooth knowledge transfers and creative collaboration. Oversee administrative daily operations to ensure scheduling, purchasing, invoicing, and other critical duties are administered and reconciled working with project managers. Assist in authoring and developing departmental policy and procedure statements and implement approved changes to ensure compliance with institutional policies. Carry out special projects on behalf of Department leadership. Collaborate with MCW Facilities department to implement administrative and programmatic functions in support of the Department strategic and operational objectives while maintaining alignment with institution-wide initiatives. Define, track and report on performance metrics (KPIs) such as project margins, turnaround times and client satisfaction. Evaluate business procedures continuously and implement data-driven improvements. In collaboration with Facilities administration, coordinate onboarding of PDC personnel. Serve as a liaison to Facilities administration and Business Operations leader 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.

Knowledge – Skills – Abilities

Knowledge of technical, business, consultation, project management, and cultural awareness. Financial acumen to include budgeting, forecasting, purchase order creation, and invoicing. 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
• Preferred Experience: 6 or more years budgeting in a larger organization with a facilities focus

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.

Schedule: Monday - Friday standard business hours, working a minimum of 2 days a week onsite.

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.

About Us

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.