Department Coordinator I

Socket.dev; Colorado; On-site; USD 22,000 - 33,000; Full time

Job summary

University of Louisville is seeking a Department Coordinator I to provide general administrative support for multiple divisions within the School of Medicine. The role involves scheduling, data entry, travel arrangements, CME recordkeeping, and routine office operations.

Responsibilities include managing resident rotations, CME-related activities, and coordinating with the Research Director and division leadership to ensure smooth daily functions. The position is full-time and hourly.

Qualifications

• High School Diploma or GED and up to two years of relevant experience, or equivalent combination of education and experience.

Responsibilities

• Provide general administrative support including mail distribution, data entry, scheduling and coordinating meetings, and travel arrangements. Maintain office supply ordering, responsible for maintenance of office equipment, greet visitors, answer incoming calls and event planning duties as needed. Track and keep records for reporting.
• Schedule semi-annual research for each resident with the Research Director and interim appointments; collect data for L&D and Resident Clinic attendings schedules and disburse meal vouchers.
• Manage office schedules at other facilities (Baptist East Hospital, Ultrasound, Rounding, surgery Schedules). Create and manage physician time off requests and related spreadsheets; maintain current records of DEA, TB/Flu results and testing, liability insurance and licenses. Maintain faculty personnel files and CV information.
• Maintain Grand Rounds schedule, invites, distribute all didactic material; collect data from surveys and create evaluation/tabulation sheets; maintain attendance for CME reporting.

Education

High School Diploma/GED

Job description

Department

Location

Health Sciences Center

Time Type

Full time

Worker Type

Regular

Job Req ID

R108651

Minimum Requirements

High School Diploma/GED and up to two (2) years of relevant experience or an equivalent combination of education and experience. Grade 1 (Hourly)

Position Description

The Department Coordinator I in the School of Medicine will provide general administrative office support for the following divisions:

• General Ob faculty
• Maternal Fetal Medicine
• Ryan Program
• Vice-chair, Education and Academics
• Residents under the direction of the Residency Director reporting to Executive Director or Lead Fiscal Officer.

Essential Duties and Responsibilities

• Provide general administrative support including distributing mail, data entry, scheduling and coordinating meetings, providing equipment for learning sessions, tracking CME records, appointments, and travel arrangements. Maintain office supply ordering, responsible for maintenance of office equipment, greet visitors, answer incoming calls and event planning duties as needed. Track and keep records for reporting.
• Schedule semi-annual research for each resident with the Research Director and interim appointments. Collecting data for L&D and Resident Clinic attendings schedules and disbursing meal vouchers.
• Manage office schedules at other facilities (Baptist East Hospital, Ultrasound, Rounding, surgery Schedules). Create and manage physician time off requests (ROFs), spread sheets including didactic attendance and vacation. Maintain current records of DEA, track current TB/Flu results and testing, liability insurance and licenses. Maintain faculty personnel files and current CV information. Attend monthly division meeting, reporting allocations to business office.
• Manage Grand Rounds schedule, invites, distribute all didactic material. Collect data from reported surveys and create an evaluation and tabulation sheet, review content for CME office. Maintain attendance for each didactic session for reporting continuing medical education and CME. Track, record and report to UofL CME office for reporting to ACCME.
• Maintain contact and provide support with cadaver lab offices to ensure reservations and specimens ordered. Coordinate and direct AAGL cadaver courses for MIS division.
• May direct the work of other support staff and/or student workers and cross train when necessary.
• Other general administrative support duties as assigned.
• Pro Card Proxy-reallocating all purchases through the online financial system.
• Monitor budget with Program Director. Track budget grant funds and keep records for reporting.
• Manage resident rotations in family planning clinic including scheduling, providing orientation to program with Program Director, and ensuring completion of surveys, pre and post tests by residents, sending modules, supplying syllabus and rotation material at the beginning of rotation and final evaluations reviews to help improve program.
• Organize and facilitate monthly meetings with Ryan White Program Director and others as needed.
• Maintain the ordering slips and receipts. Order supplies, and maintain inventory.
• Maintain rotating residents and students schedules from other facilities. Prepare and maintain the procedure log for the annual report to the state.

Target Compensation Maximum

$23.66

Target Compensation Minimum

$15.76

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy.In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at [e-mail] or by phone [phone].