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Institutional Research Resource System Coordinator

Medical College of Wisconsin

Last Updated: 6/02/22

Job Description

Position Description:


The Office of Research helps to facilitate life-saving biomedical research at the Medical College of Wisconsin. Nine distinct units provide specialized support to meet the needs of our research investigators and staff, and together we coordinate, regulate, and monitor research studies. Our Administrative Unit provides leadership, coordination, and support for the department’s unique programs and services, including support for institutional cores and shared research resources. Such resources are critical enablers for MCW researchers.

The Institutional Research Resource System Coordinator functions as the primary administrator for the research core management system, iLab. The Coordinator leads efforts to implement cores in iLab, troubleshoots user issues, develops system resources and training, and serves as the institutional representative with the iLab vendor. The Coordinator also works in partnership with the Institutional Research Cores Program Director to provide deliverables, analyze data, streamline processes and synthesize financial information to help inform leadership for assessments and decision making. Additionally, the Coordinator provides support for cores-related projects and activities.

Primary Functions

  • Coordinate all core implementations into the iLab system:
    • Support vendor implementation of complex, high-volume cores into cores management system by participating in meetings, engaging in timeline and project status, and offering institutional resources and solutions for successful roll-out.
    • Conduct implementation of standardized, non-complex cores in consultation with core operators, including web page build-out (using the software interface), core operator training, roll-out, and ongoing support.
    • Provide implementation and onboarding support for newly implemented cores including demonstrations, training, and communications
  • Assist core operators with system functionality, user issues, and recommending best practices.
  • Troubleshoot issues for internal and external end users and core customers offering timely response and solutions.
  • Research, consolidate, analyze, and present financial and core use data leveraging a variety of programs including Microsoft Excel, Power Point, Word, Visio and the iLab software.
  • Partner with Program Director to develop, implement, and maintain comprehensive databases, files, and other materials related to core activities.
  • Support Cores Executive Board with critical tasks such as meeting and agenda setting.
  • Coordinate campus-wide cores events, marketing, and communications support.
  • Respond to inquiries and support MCW system users at the department, division, and lab level, for core billing events, access issues, developing new services, etc., liaising with appropriate offices
  • Develop, assemble and maintain appropriate training or reference materials.
  • Ensure system and workflow compliance with institutional policies and procedures; help promote best practices and financial processes for research cores.
  • Establish quality assurance practices, including audit of existing core sites and activity, and meet with implemented core operators and financial/department administrators to determine quality improvement opportunities.
  • Engage in special projects and ad hoc duties as a member of the administrative team as workload may fluctuate
  • Serve as a thought partner for the Administrative Team or other groups within and beyond the Office of Research.

Preferred Schedule:
8:00 a.m. - 5:00 p.m.

Position Requirements:

Knowledge – Skills – Abilities

Must have very strong customer service skills that includes courteous and helpful behavior; accomplishing tasks through teamwork and initiative; ensuring timely and thorough responses to complaints and critiques; and anticipating the needs of all those with whom you work.

Must be able to work independently and proactively with the ability to foster collaborative working relationships and participate as a member of a dynamic team.

Ability to understand, analyze, and report on financial and other data is critical.

Strong project management skills are essential, as well as the ability to multitask and prioritize.

Ability to learn and apply system knowledge. Prior iLab experience not required.

Excellent oral and written communication skills are essential. Proficiency in the use of Microsoft Office suite, specifically Word and Excel database technology, are required.

Organizational Structure

Building: MACC Fund Research Center (MFRC); some flexibility for hybrid work is included in this role.

Department: Office of Research

Division: Administration

Reports to (Title): Chief Administrator for Research Operations

Collaborates with (Titles): MCW faculty, staff, and students; core administrators and staff; Institutional Research Cores Program Director; Sponsored Programs and Controller’s Office staff; external institution system users including academic and healthcare partner institutions; vendor representatives.


Appropriate experience may be substituted on equivalent basis

Minimum Required Education Bachelor’s degree

Minimum Required Experience: 3 years

Preferred Experience: Experience in scientific, medical, or educational research environment preferred. Experience with research cores and/or core services preferred.

Commitment to Diversity

MCW is one of the largest healthcare employers in Wisconsin. We are committed to creating an inclusive and welcoming workplace that includes individuals with diverse backgrounds and experiences. 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. We strive to integrate our human and social differences into MCW’s functioning, strategies and culture to create a diverse and equitable workplace. If you believe embracing individuality and working together makes us stronger, then MCW is the place for you. People of color, women, LGBTQIA+, veterans and persons with disabilities are encouraged to apply.

Company Details

Milwaukee, Wisconsin, United States