Physician and APP Recruitment Coordinator

Summary

The Physician & APP Recruitment Coordinator plays a key role in supporting the growth and success of MCW faculty, physicians, and advanced practice clinicians. This position coordinates the logistics of the recruitment and interview process, helping to ensure timely and successful faculty and APP placements.

Serving as a liaison among departments, clinical practices, candidates, and the Office of Faculty Affairs and Leadership Development (OFALD). This role is responsible for coordinating all recruitment activities. This includes managing relationships with third-party vendors, clinical practices, recruiters, candidates, and MCW departments to facilitate a smooth and professional recruitment experience.

The coordinator also oversees recruitment financials to ensure timely processing and accurate record-keeping.

Primary Responsibilities

• Create and coordinate comprehensive and tailored interview itineraries for physician candidates and their partners/significant others, ensuring consistency and confidentiality throughout the process. There may be limited support for APP candidate itineraries, as needed. Responsibilities include arranging travel, lodging, meals, transportation, and tours of the city, real estate options, and schools as needed, to provide a thorough and welcoming experience for candidates and their families.
• Exhibit flexibility and quick problem-solving skills, with some required availability outside of regular working hours to promptly address any changes or issues that may arise. You may need to adjust schedules and logistics for candidate interview days in response to unforeseen changes. This includes communicating effectively with candidates and internal teams, collaborating with hiring managers to realign resources, and proactively developing contingency plans to ensure a smooth recruitment process while maintaining a positive candidate experience.
• Build and sustain ongoing relationships with various departments, MCW-Medical Group, CSG, OFALD, and external vendors to proactively identify and address potential issues.
• Maintain a strong understanding of physician employment practices, the recruitment process, and MCW benefits to effectively address candidate inquiries, as needed.
• Monitor and document interview-related expenses for candidate visits, including travel, lodging, welcome baskets, transportation, meals, and tours, and invoice hiring departments accordingly.
• Support the candidate reimbursement process for any incidental expenses incurred by candidates or their partners/significant others.
• Manage processing of p-card expense reports, purchase orders (POs), and special purchase orders (SPOs).
• Manage the creation, distribution, and tracking of all chargeback invoices to departments and divisions, ensuring timely processing, accurate record-keeping, and consistency in account balances. Identify discrepancies and provide prompt resolutions.
• Generate detailed expense reports in Oracle for credit card transactions, for coordinators with p-card access. Reconcile p-card purchases by validating them against supporting documentation and ensuring accurate recording in the ledger.
• Collaborate with the Physician & APP Recruiter and hiring leaders to ensure a smooth onboarding experience for new hires, including assistance with relocation services, as needed.
• Enhance and refine processes, procedures, policies, and strategies for physician recruitment.
• Maintain up to date knowledge and compliance with federal and state fair employment laws and guidelines.
• Manage the ordering, tracking, and organization of snack and office supplies to ensure availability and efficient use.
• Support special projects as required, including maintaining the applicant database, assisting recruiters with candidate sourcing methods (such as creating flyers, mailings, email campaigns, advertisements, and social media).
• Other duties as assigned.

Knowledge - Skills - Abilities

• Possesses critical thinking skills.
• Communicates orally and in writing clearly and logically within all levels of the organization.
• Ability to develop and earn credibility and trust with College leaders.
• Demonstrates personal integrity in all interactions; role models the MCW code of conduct, follow all laws, regulations and policies and ensure legal compliance with governmental requirements.
• Identifies and overcomes obstacles to goal and task achievement.
• Is accountable for meeting deadlines without sacrificing accuracy, quality or service standards.
• Effectively adapts to change. Independent judgment is required to plan, prioritize and organize competing workload demands.
• Work with in a complex matrix of relationships and networking.
• Proficiency in MS Office required.
• Excellent interpersonal skills with the ability to engage at all levels of the organization.
• Demonstrate a professional and adaptable demeanor with internal and external clients, including administrators, physicians, peers, and support staff.

Qualifications

• Appropriate experience may be substituted for education on an equivalent basis.
• Minimum Required Education: Bachelor's degree
• Minimum Required Experience: 1 year

Preferred Experience

Coordination and administrative experience, prefer human resources or faculty affairs experience

Physical Requirements

Work requires infrequent physical effort such as walking or retrieving materials.

Work Environment

May experience slightly disagreeable features such as temperature changes or noise from time to time. Work 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.