Academic Program Coordinator - School of Graduate Studies and the Cancer Center

Medical College of Wisconsin•Milwaukee, WI

1d•Onsite

About The Position

The Academic Program Coordinator provides administrative and programmatic support for research training programs within the Graduate School and Cancer Center. This position has a dual reporting relationship to the Graduate School and the Cancer Center and serves as a key resource for coordinating institutional training grant submissions, fellowship application support, trainee and faculty data management, and research training initiatives. The position works collaboratively with faculty, program directors, trainees, departmental administrators, grant support staff, and institutional offices to ensure accurate data management, timely submission of training grants and fellowships, and effective administration of graduate and postdoctoral research training programs.

Requirements

Strong project coordination and organizational skills with the ability to manage multiple priorities, deadlines, and complex submission timelines simultaneously.
Excellent written communication skills, including editing, proofreading, and reviewing documents for accuracy, completeness, and compliance.
Strong verbal communication and interpersonal skills with the ability to effectively collaborate with faculty, administrators, trainees, and institutional stakeholders.
Database management and data analysis skills, including maintaining, validating, and reporting information from multiple data sources.
Proficiency in Microsoft Office Suite and database management systems.
Strong attention to detail and accuracy when coordinating grant submissions and maintaining institutional records.
Problem-solving skills with the ability to identify issues, gather information, and recommend solutions.
Meeting and event coordination skills, including scheduling, logistics management, and stakeholder communication.
Time management skills with the ability to work independently and meet competing deadlines.
Ability to prepare reports, compile data, and support institutional reporting requirements.
Bachelor’s degree
3 years of experience

Responsibilities

Maintain and update graduate student alumni records, including employment and training outcomes following graduation.
Maintain the institutional master list of PhD-seeking graduate students to support reporting and grant submissions.
Maintain the institutional postdoctoral scholar database, including requesting and updating trainee information.
Maintain research faculty databases used for institutional reporting and grant preparation.
Manage RED Cap and Flight Tracker databases to maintain faculty publications, grant activity, and other information supporting institutional training grant submissions.
Coordinate administrative activities for the Mentor Training Academy, including scheduling, participant communications, and required documentation.
Coordinate institutional training grant activities for Graduate School and Cancer Center programs, including undergraduate, graduate, and postdoctoral training grants.
Coordinate new, renewal, and resubmission training grant applications.
Develop and maintain submission timelines to ensure timely completion of all application components.
Organize application materials, tables, appendices, biosketches, and other required documentation.
Edit and proofread grant components for consistency, completeness, and compliance with sponsor guidelines.
Provide eBridge proposal preparation and submission support.
Schedule and coordinate meetings with Program Directors, participating faculty, grant support staff, and other stakeholders.
Collaborate with institutional grant support staff throughout proposal development and submission.
Provide support for departmental training grant applications requiring assistance with data tables, attachments, and administrative components.
Assist with continuation and renewal submissions by coordinating updates to trainee, faculty, and institutional information.
Coordinate Cancer Center training grant activities supporting undergraduate, graduate, and postdoctoral research training programs.
Assist with fellowship application preparation, including editing and proofreading application materials.
Collaborate with Cancer Center leadership and faculty to support education and training initiatives.
Serve as a liaison among Graduate School leadership, Cancer Center leadership, faculty, trainees, departmental administrators, and institutional grant support offices.
Coordinate meetings, track project timelines, and facilitate communication among stakeholders involved in training grant and fellowship submissions.
Maintain organized records and documentation supporting institutional reporting and grant preparation.
Attend and actively participate in CRTEC meetings, representing Graduate School interests and coordinating follow-up actions as needed.
Represent the Graduate School on the Awards Committee, contributing to the development and implementation of fair and consist award selection practices.
Serve as the Graduate School representative on the GSRC, collaborating with faculty and administrators to evaluate graduate faculty rank and appointment requests.
Contribute to continuous improvement of administrative processes supporting research education and training programs.

Benefits

Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental.
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.