Administrative Operations Coordinator

University of Kentucky; United States; Remote; USD 60,000 - 90,000; Full time

Job summary

The University of Kentucky College of Medicine is seeking a highly organized, resourceful, and customer-focused professional to join our team in a fully remote position supporting workforce, recruitment, onboarding, immigration sponsorship, and related employment processes.

This role serves as a key partner to departments, employees, candidates, and university offices by coordinating complex, deadline-driven administrative processes throughout the employment lifecycle.

Responsibilities

• Coordinate administrative processes and monitor critical deadlines throughout the employment lifecycle.
• Maintain records and tracking systems and communicate with internal and external stakeholders.
• Support recruitment, onboarding, immigration sponsorship, and related employment activities.

Job description

Required License/Registration/Certification

None

Physical Requirements

This position will require the ability to utilized a computer, keyboard, and mouse for extended periods of time. Will also require ability to travel to various locations across campus as required for on-site meetings.

Shift

This position will work 40 hours per week scheduled Monday thru Friday from 8:00 a.m. to 5:00 p.m.

Job Summary

The University of Kentucky College of Medicine is seeking a highly organized, resourceful, and customer-focused professional to join our team in a fully remote position supporting workforce, recruitment, onboarding, immigration sponsorship, and related employment processes. This role serves as a key partner to departments, employees, candidates, and university offices by coordinating complex, deadline-driven administrative processes throughout the employment lifecycle. The successful candidate will help ensure the timely completion of hiring, onboarding, immigration, and personnel-related activities while maintaining a strong focus on accuracy, compliance, customer service, and operational excellence. Responsibilities include coordinating administrative processes, monitoring documentation and critical deadlines, maintaining records and tracking systems, communicating with internal and external stakeholders, supporting recruitment and employment activities, maintaining SharePoint resources and process documentation, and utilizing a variety of web-based systems and technologies. This position offers a unique opportunity to support recruitment, workforce administration, immigration sponsorship, and operational processes that are essential to attracting, onboarding, and retaining talented individuals across the College of Medicine. The ideal candidate is highly organized, adaptable, and resourceful, with exceptional communication skills, a collaborative mindset, and the ability to manage multiple priorities independently in a remote work environment.

Why Join Our Team?

Fully Remote Opportunity

Enjoy the flexibility of a fully remote position while supporting departments, faculty, staff, scholars, and candidates across the College of Medicine. This role offers the opportunity to work independently while remaining closely connected to a collaborative and supportive team.

Engaging and Varied Work

Support a broad range of activities spanning recruitment, workforce administration, onboarding, immigration sponsorship, process improvement, systems administration, and stakeholder support. No two days are exactly alike, and you’ll have opportunities to learn, collaborate, and contribute across several critical functions within the College of Medicine.

Professional Growth and Development

Gain experience across multiple functional areas including employment administration, recruitment, immigration sponsorship support, onboarding, systems administration, process improvement, and operational support. This position offers exposure to a wide variety of university processes and opportunities to develop expertise in several specialized areas.

Support the College’s Mission

Your work directly supports the recruitment, hiring, onboarding, sponsorship, and retention of talented individuals who advance the College’s educational, research, and clinical missions. The processes you coordinate help departments attract and support the people who make those missions possible.

Does This Sound Like You?

• Enjoy coordinating complex processes and keeping multiple priorities organized
• Thrive in a fast-paced environment with competing deadlines
• Take pride in accuracy, attention to detail, and high-quality work
• Are naturally resourceful and enjoy finding solutions to challenges
• Communicate professionally and confidently with a variety of stakeholders
• Enjoy helping others navigate complex administrative processes
• Excel at building collaborative working relationships
• Can work independently while remaining highly responsive and accountable
• Enjoy learning new systems, technologies, and business processes
• Are committed to providing exceptional service and support

Skills / Knowledge / Abilities

What Will Make You Successful?

Successful candidates will demonstrate:

• Exceptional organizational and time-management skills
• Strong written and verbal communication abilities
• Professional judgment and problem-solving skills
• Attention to detail and commitment to accuracy
• Ability to manage multiple deadlines simultaneously
• Strong customer service and relationship-building skills
• Technical aptitude and ability to learn new systems quickly
• Ability to work independently in a remote environment
• Adaptability, initiative, and resourcefulness
• Commitment to continuous improvement and process excellence

Does this position have supervisory responsibilities?

No

Preferred Education/Experience

Preferred Experience

Candidates may come from a variety of backgrounds. Relevant experience may include:

• Human Resources
• Recruitment or Talent Acquisition
• Higher Education Administration
• Immigration or International Services Support
• Workforce Administration
• Employee Services
• Project or Program Coordination
• Operations Administration
• Business Administration
• Administrative Services
• Process Improvement or Operational Support

Experience coordinating complex administrative processes, managing sensitive information, utilizing web-based business systems, maintaining records, and working with diverse stakeholder groups is highly desirable.

Deadline to Apply

Deadline to Apply 11/15/2026

Our University Community

We value the well-being of each of our employees and are dedicated to creating a healthy place for everyone to work, learn and live. In the interest of maintaining a safe and healthy environment for our students, employees, patients and visitors, the University of Kentucky is a Tobacco & Drug Free campus. The University follows both the federal and state Constitutions as well as all applicable federal and state laws on nondiscrimination. The University provides equal opportunities for qualified persons in all aspects of institutional operations and does not discriminate on the basis of race, color, national origin, ethnic origin, religion, creed, age, physical or mental disability, veteran status, uniformed service, political belief, sex, sexual orientation, gender identity, gender expression, pregnancy, marital status, genetic information or social or economic status. Any candidate offered a position may be required to pass pre-employment screenings as mandated by University of Kentucky Human Resources. These screenings may include a national background check and/or drug screen.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * How many years of experience do you have supporting hiring, onboarding, or other employment processes including entering or processing transactions in an applicant tracking, HR, and/or payroll system?
  • None
  • Less than 1 year
  • More than 1 year, up to 3 years
  • More than 3 years, up through 5 years
  • More than 5 years
• * Briefly describe the experience you referenced above. Include the systems you used and the types of hiring, employment, or payroll transactions you were responsible for completing. If you do not have any experience, please enter N/A.
• * How many years of experience do you have interpreting organizational policies, procedures, regulations, or guidelines and providing guidance to employees, supervisors, or other staff?
  • None
  • Less than 1 year
  • More than 1 year, up to 3 years
  • More than 3 years, up through 5 years
  • More than 5 years
• * Please provide a brief example of a situation in which you had to determine how a policy, procedure, regulation, or other requirement applied to a specific situation and provide guidance to someone else. If you do not have experience, please enter N/A.
• * How many years of experience do you have independently managing a high volume of detailed work involving multiple simultaneous requests, competing priorities, and firm deadlines?
  • None
  • Less than 1 year
  • More than 1 year, up to 3 years
  • More than 3 years, up through 5 years
  • More than 5 years
• * Please briefly describe how you have managed a high-volume, deadline-driven workload. Include the tools or methods you used to track requests, required actions, follow-up, and deadlines while maintaining accuracy. If you do not have experience, please enter N/A