Summary

Function as a key coordinator for department administrative operations involving space, facilities, administrative resources, and special projects. Coordinate functions of the department to support operational objectives and strategic initiatives, consistent with MCW policies and procedures. Provide oversight for space and facilities and administrative business practices across multiple divisions. Foster consistency in practices and adherence to MCW policy throughout the department.

Primary Responsibilities

• Responsible for the coordination and implementation of department administrative operations involving space, facilities, administrative resources, and operations. Assist in the development of Departmental policy and procedure statements and implement approved changes to assure compliance with institutional policies.

• Oversee the daily operations of administrative support staff. Conduct and participate in team meetings to establish, improve, or maintain appropriate internal and external communication.

• Supervise staff, assist Director in recruiting position vacancies and conducts staff performance evaluations for direct reports. Review quality, accuracy, and timeliness of work for direct reports.

• Develop training strategies and best practices to improve administrative support staff performance.

• Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the MCP Administrative team.

• Ensures correct functioning of facilities, office and/or business support services.

• Develops and prepares budgets for MCP Administration. Creates and manages monthly budget reports for the department.

• Develops and maintains a contract management system for the practice. Partner with MCW Legal to ensure accuracy of active contracts.

• Coordinates department operations and allocates people, material, and financial resources to ensure operational efficiency.

• Manages office services and operations including preparing reports, analysis, and other business services.

• Carry out special projects on behalf of Department leadership. Collaborate with MCW Central Services to implement administrative and programmatic functions in support of the Departments’ strategic and operational objectives while maintaining alignment with institution-wide initiatives.

• In collaboration with Department administration, coordinate onboarding of administrative personnel.

• Provides various office and location support activities.

• Follow the MCW code of conduct, all laws, regulations and policies and ensure legal compliance with governmental and grant requirements.

Knowledge – Skills – Abilities

• Strong understanding of business operations, project coordination, and administrative processes.

• Familiarity with budgeting, financial reporting, and procurement procedures.

• Excellent organizational and time management skills with the ability to prioritize tasks effectively.

• Strong written and verbal communication skills for cross-functional collaboration.

• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)

• Skilled in preparing reports, presentations, and documentation for leadership and stakeholders.

• Problem-solving and critical thinking skills to support operational efficiency.

• Ability to manage multiple projects simultaneously in a fast-paced environment.

• Ability to work independently and as part of a team with minimal supervision.

• Strong leadership and team management skills, including delegation, coaching, and performance evaluation.

Qualifications

Appropriate experience may be substituted on equivalent basis.

Minimum Required Education: Bachelor’s degree

Minimum Required Experience: 6 years

Preferred Experience: Proven supervisory experience and a background in financial operations, budgeting, or management, preferably in healthcare or a related field.

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.

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