Planning, Design & Construction Administrative Coordinator.
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Overview
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.
Schedule:
Monday - Friday standard business hours, working a minimum of 2 days a week onsite.
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 . 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.
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