Physician and APP Recruitment Coordinator

Medical College of Wisconsin•Milwaukee, WI

About The Position

The Physician & APP Recruitment Coordinator supports the recruitment of MCW faculty, physicians, and advanced practice clinicians by coordinating recruitment logistics and interview activities. The role serves as a liaison among departments, clinical practices, candidates, vendors, recruiters, and the Office of Faculty Affairs and Leadership Development (OFALD), helping ensure a professional and successful candidate experience. It also manages recruitment-related financial processes and records. The coordinator develops candidate interview itineraries and arranges travel, lodging, meals, transportation, and tours as appropriate. The position requires flexibility and occasional availability outside regular working hours to address schedule changes and other issues. It also supports candidate reimbursements, expense tracking and reconciliation, invoices and purchase orders, onboarding and relocation assistance, recruitment process improvements, compliance, office supplies, and special projects. The role requires a bachelor’s degree or equivalent substituted experience, at least one year of experience, strong communication and interpersonal skills, critical thinking, organization, adaptability, and proficiency in Microsoft Office. Preferred experience includes coordination and administrative work, particularly in human resources or faculty affairs.

Requirements

Bachelor’s degree; appropriate experience may substitute for education on an equivalent basis.
At least 1 year of experience.
Proficiency in Microsoft Office.
Critical thinking skills.
Clear, logical oral and written communication across organizational levels.
Ability to develop credibility and trust with College leaders.
Personal integrity and adherence to the MCW code of conduct, laws, regulations, policies, and governmental requirements.
Ability to identify and overcome obstacles and meet deadlines while maintaining accuracy, quality, and service standards.
Ability to adapt to change and independently plan, prioritize, and organize competing workload demands.
Ability to work within a complex matrix of relationships and networks.
Excellent interpersonal skills and ability to engage at all organizational levels.
Professional and adaptable demeanor with internal and external clients, including administrators, physicians, peers, and support staff.
Some availability outside regular working hours to promptly address recruitment changes or issues.

Nice To Haves

Coordination and administrative experience, preferably in human resources or faculty affairs.

Responsibilities

Create and coordinate tailored, confidential interview itineraries for physician candidates and their partners or significant others; provide limited APP itinerary support as needed.
Arrange candidate travel, lodging, meals, transportation, and tours of the city, real estate options, and schools as needed.
Respond flexibly to interview-day changes, communicate with candidates and internal teams, coordinate with hiring managers, and develop contingency plans.
Build and maintain relationships with departments, MCW-Medical Group, CSG, OFALD, and external vendors to identify and address potential issues.
Maintain knowledge of physician employment practices, recruitment processes, and MCW benefits to respond to candidate inquiries as needed.
Monitor and document candidate-visit expenses and invoice hiring departments.
Support reimbursement of incidental expenses incurred by candidates and their partners or significant others.
Manage p-card expense reports, purchase orders, and special purchase orders.
Create, distribute, and track chargeback invoices to departments and divisions; ensure timely processing, accurate records, and consistent account balances; identify and resolve discrepancies.
Generate Oracle expense reports for credit-card transactions for coordinators with p-card access and reconcile purchases against supporting documentation and ledger records.
Collaborate with the Physician & APP Recruiter and hiring leaders to support onboarding, including relocation services as needed.
Enhance physician recruitment processes, procedures, policies, and strategies.
Maintain current knowledge of and compliance with federal and state fair employment laws and guidelines.
Order, track, and organize snack and office supplies.
Support special projects, including maintaining the applicant database and assisting with candidate-sourcing materials and campaigns.
Perform other duties as assigned.

Benefits

Healthcare coverage, including health, vision, and dental insurance.
Flexible Spending options.
403B retirement package.
Competitive vacation and paid holidays.
Tuition reimbursement.
Paid parental leave.
Employee & Family Assistance Program (EFAP).
Pet insurance.
On-campus fitness facility with onsite classes.
Discounted rates on select cell phone plans, local fitness facilities, and Milwaukee recreation and entertainment.