Program Associate

The Medical College of Wisconsin, Inc.; United States; On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Healthcare coverage

Tuition reimbursement

Paid parental leave

EFAP (Employee & Family Assistance)

Pet insurance

Onsite fitness facility

Discounts on local services

Job summary

The Medical College of Wisconsin (MCW) seeks a Program Associate to provide administrative support across the Department of Pharmacology & Toxicology and the Department of Physiology. Working under general direction, you will prepare program materials, assist with onboarding, coordinate schedules and travel, manage purchasing, and help maintain databases and records to support faculty and staff.

The successful candidate will hold a Bachelor's degree and at least one year of administrative

Qualifications

• Bachelor's degree required.
• Minimum 1 year of administrative experience.
• Strong organizational and communication skills.
• Proficiency with computers, clerical procedures, and information management.

Responsibilities

• Collaborate on 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 and tracking service contracts, usage, 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 travel arrangements and reimbursements.
• Coordinate schedules, meetings, travel itineraries and related arrangements for departmental leadership.
• Organize internal and external meetings, site visits, recruitments, seminars and events.
• Develop, implement, and maintain databases related to the program.
• Process payment requests, requisitions, and invoices.
• Compose confidential correspondence as needed.
• Screen calls and visitors to resolve inquiries.
• Maintain supplies for daily departmental activities.
• Other duties as assigned.

Education

Bachelor's degree

1 year experience

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

Our Values and Vision

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. 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

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.