Program Associate

Medical College of Wisconsin; Milwaukee (WI); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health insurance

403B retirement

Competitive vacation and paid holidays

Tuition reimbursement

Paid parental leave

EFAP (Employee & Family Assistance)

Pet insurance

On-campus fitness facility

Job summary

Medical College of Wisconsin in Milwaukee is seeking a Program Associate to provide administrative support across the Department of Pharmacology & Toxicology and the Department of Physiology. The role involves coordinating materials, onboarding, travel arrangements, purchasing, and maintaining databases, reporting, and confidential correspondence.

The ideal candidate has a bachelor's degree and at least one year of experience, strong organizational and communication skills, and the ability to

Qualifications

• Knowledge of computers, clerical procedures, customer service standards, collaboration, and information management.
• Organization, time management, interpersonal, communication, and problem-solving skills.

Responsibilities

• Collaborate on the development of program materials including social media, marketing materials, websites, forms, and reports.
• Interact with faculty/staff on grant agency spending policies and procedures.
• Assist with faculty and staff onboarding.
• General maintenance of departmental equipment such as tracking service contracts, monitoring usage/supplies and inventory.
• General purchasing assistance, enter POs, p-card reconciliation and expense reports.
• Monitor open orders, standing orders and commitments for sufficient funds.
• Support departmental faculty in their daily activities including making travel arrangements and submitting reimbursements.
• Coordinate schedules, meetings, appointments, travel itineraries and related arrangements for departmental leadership as needed.
• Organize internal and external meetings, site visits, recruitments, seminars and special events in collaboration with participating departments and centers.
• Collaborate to develop, implement, and maintain comprehensive databases related to the program.
• Process payment requests, requisitions, and invoices.
• Compose correspondence as needed, which may contain confidential information.
• Screen telephone calls and visitors to resolve complex inquiries.
• Maintain supplies to support daily departmental activities.
• Other duties as assigned.

Skills

Computers

Clerical procedures

Customer service

Collaboration

Information management

Organization

Time management

Interpersonal

Communication

Problem-solving

Education

Bachelor's degree

Job description

Purpose

The Medical College of Wisconsin (MCW) brings a synergy between the best medical education, research and

patient care. Tomorrow's discoveries happen right here alongside the very people who bring those lessons to our

students. Every bit of knowledge, and every advancement, provides our students with an unprecedented,

collaborative learning environment, and helps improve the vitality and care of our communities.

The Department of Pharmacology & Toxicology and the Department of Physiology are seeking a highly motivated, well-organized individual to join our amazing team! As a Program Associate working under general direction, the person in this role will perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures while providing administrative support equally across both departments.

Primary Functions

• Collaborate on the development of program materials including social media, marketing materials, websites, forms, and reports.
• Interact with faculty/staff on grant agency spending policies and procedures.
• Assist with faculty and staff onboarding.
• General maintenance of departmental equipment such as tracking service contracts, monitoring usage/supplies and inventory.
• General purchasing assistance, enter POs, p-card reconciliation and expense reports.
• Monitor open orders, standing orders and commitments for sufficient funds.
• Support departmental faculty in their daily activities including making travel arrangements and submitting reimbursements.
• Coordinate schedules, meetings, appointments, travel itineraries and related arrangements for departmental leadership as needed.
• Organize internal and external meetings, site visits, recruitments, seminars and special events in collaboration with participating departments and centers.
• Collaborate to develop, implement, and maintain comprehensive databases related to the program.
• Process payment requests, requisitions, and invoices.
• Compose correspondence as needed, which may contain confidential information.
• Screen telephone calls and visitors to resolve complex inquiries.
• Maintain supplies to support daily departmental activities.
• Other duties as assigned.

Knowledge - Skills - Abilities

Knowledge of computers, clerical procedures, customer service standards, collaboration, and information management.

Organization, time management, interpersonal, communication, and problem-solving skills.

Specifications

Appropriate education and/or experience may be substituted on equivalent basis

Minimum Required Education: Bachelor's degree

Minimum Required Experience: 1 year

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.