Department Coordinator II

University of Louisville; Aurora (CO); On-site; USD 24,000 - 36,000; Full time

Job summary

University of Louisville seeks a Department Coordinator II to deliver high-level administrative support to the Division of Neonatal Medicine. Responsibilities include scheduling, licensure updates, travel requests, registrations, and handling financial tasks for faculty and staff.

The role may also assist with research studies, data collection, and formatting statistical reports for division leadership and granting agencies.

Qualifications

• High School Diploma or GED with at least 2 years of relevant experience.
• Equivalent combination of education and experience considered.
• Proficiency with standard office software and HR systems.

Responsibilities

• Identify issues and liaise with the department to resolve problems.
• Oversee administrative duties and maintain schedules for the division.
• Coordinate travel, interviews, and candidate presentations for faculty.
• Prepare reports and materials for unit meetings and space surveys.
• Assist with recruitment, onboarding, and HR records for new faculty.
• Support fellowship program activities and coordinate conferences.

Skills

Clerical

Customer and Personal Service

Administration and Management

Communications and Media

Service Excellence

Organized

Work Ethic

Tools

Microsoft Outlook

Excel

Word

PeopleSoft

Microsoft Teams/Zoom

Job description

Department

Location

Health Sciences Center

Time Type

Full time

Worker Type

Regular

Job Req ID

R109501

Minimum Requirements

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

Position Description

The primary responsibility of the Department Coordinator II is to provide high-level, comprehensive administrative support the Division of Neonatal Medicine. This individual will schedule meetings, update licensures, arrange travel requests, registrations, process financial and other administrative tasks as needed by program faculty and staff. The Department Coordinator II is expected to be extremely organized and able to change focus of tasks/work as needed. This position may also assist Division of Neonatology with research studies, data collection, and formatting of statistical reports for the Division Chiefs, Administration, and/or granting agencies.

Essential Duties and Responsibilities

Administrative Responsibilities

• Identify key issues and act as a liaison with the department to resolve problems.
• Oversee comprehensive administrative duties for the Division, maintain academic schedules, and provide general administrative support.
• Work closely with the Division Chief and Departmental Faculty Affairs Coordinator with yearly work assignments and annual reviews.
• Oversee travel arrangements for faculty in coordination with NCMG Practice Manager.
• Manage travel, interviews, and presentations for faculty candidates.
• Prepare reports and materials for unit meetings.
• Assist with Annual Space Survey.
• Coordinate NRP training sessions.
• Facilitate communication between medical students and attendings regarding students acting intern (AI) rotations in the NCH/ULH NICUs.

Financial Responsibilities

• Submit purchase requests and make procurement card purchases.
• Process travel vouchers, and reimbursements for faculty and fellows.

Human Resources

• Oversee the recruitment, onboarding, and hiring of all new faculty and maintain necessary employee records, including updating folios/CVs.
• Keep faculty informed of Dept. of Pediatrics and UofL policies and procedures about HR issues.

Fellowship Program Support

• Collaborate and work directly with the Supervisor, Medical Residency Program to provide support to the fellowship program.
• Manage appointments and meetings with candidates and existing fellows.
• Coordinate and assist with the recruitment process, interviews and onboarding of fellows as necessary.
• Maintain program and fellow records in direct support of the Supervisor, Medical Residency Program.
• In partnership with fellowship leaders coordinate program activities such as conferences and meetings.

Competencies

• Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. Demonstrated proficiency in Microsoft Outlook, Excel, Word, PeopleSoft, and Microsoft Teams/Zoom.
• Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Demonstrates a strong commitment to customer service excellence, including assessing customer needs, meeting quality standards, and ensuring customer satisfaction.
• Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Communications and Media — Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, interpersonal communication and visual media effectively.
• Service Excellence - Responsive, informs constituents of process, pleasant to work with, educates, and provides timely, accurate information.
• Organized - Manages time effectively, keeps tasks appropriately prioritized
• Work Ethic - Motivated, diligent and persistent in the workplace, stay on tasks to completion and work fast to ensure optimal efficiency.

Please note that any selected candidate’s hire date may be effective no earlier than January 5, 2027.

Target Compensation Maximum:

$26.03

Target Compensation Minimum:

$17.35

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].