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

Summary

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.

Primary Responsibilities

Graduate School Program Administration

• 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.

Training Grant Administration

Coordinate institutional training grant activities for Graduate School and Cancer Center programs, including undergraduate, graduate, and postdoctoral training grants.

Responsibilities include:

• Coordinating new, renewal, and resubmission training grant applications.

• Developing and maintaining submission timelines to ensure timely completion of all application components.

• Organizing application materials, tables, appendices, biosketches, and other required documentation.

• Editing and proofreading grant components for consistency, completeness, and compliance with sponsor guidelines.

• Providing eBridge proposal preparation and submission support.

• Scheduling and coordinating meetings with Program Directors, participating faculty, grant support staff, and other stakeholders.

• Collaborating with institutional grant support staff throughout proposal development and submission.

• Providing support for departmental training grant applications requiring assistance with data tables, attachments, and administrative components.

• Assisting with continuation and renewal submissions by coordinating updates to trainee, faculty, and institutional information.

Cancer Center Education and Training Support

• 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.

Collaboration and Communication

• 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.

Knowledge – Skills – Abilities

• 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.

Qualifications

Appropriate experience may be substituted on equivalent basis.

Minimum Required Education: Bachelor’s degree

Minimum Required Experience: 3 years

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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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.