Department Coordinator II

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

Job summary

University of Louisville is seeking a Department Coordinator II to support Hand Surgery in the Division of Plastic Surgery. The role handles scheduling, travel arrangements, and a variety of administrative tasks to ensure smooth department operations.

The position involves communicating with fellows, visiting physicians, and staff; maintaining educational files; and supporting conferences and research activities. Monthly time sheets and reimbursements are also managed.

Qualifications

• High School Diploma/GED required plus 2 years of relevant experience or equivalent education/experience.
• Experience with administrative duties and scheduling.

Responsibilities

• Correspond regularly with incoming fellows, applicants, and visiting physicians.
• Schedule and coordinate visiting residents and observational physicians.
• Keep Fellows’ educational files up to date.
• Develop and utilize paper forms and MS Forms for evaluations.
• Schedule quarterly fellow evaluations with the program director.
• Coordinate distribution of digital pagers and replacements.
• Create and maintain reports on conference attendance.
• Compose recommendation letters and fellowship verifications.
• Maintain and update former Fellows’ addresses database.
• Circulate interoffice materials as needed.
• Create certificates for Kleinert Society, visiting residents, physicians and courses.
• Order office supplies and coordinate educational conference schedule.
• Set up morning didactic conference in person or via MS Teams.
• Update CMKI Website.
• Assist with Fellow orientation.
• Prepare and submit monthly Medical Director time sheet reports.
• Assist with research projects as needed.
• Coordinate On Call schedule for Hand Surgery.
• Coordinate travel, meetings and conference registrations.
• Deliver and sort mail.
• Manage division social media and update researchers and physicians.
• Prepare expense reports and financial records and processing reimbursements.
• Provide administrative support to the Director of Hand Surgery.
• Greet visitors and arrange meetings with faculty and students.
• Interface with facilities and IT for requests as needed.

Skills

Collaboration & Teamwork

Time Management

Telephone Etiquette

Administrative Skills

Education

High School Diploma/GED

Tools

Microsoft Office Suite

Job description

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)

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R108453

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 Department Coordinator II provides support to Hand Surgery the Division of Plastic Surgery and facilitates the efficient operation of the department by performing a variety of administrative tasks. A variety of duties regard the scheduling of the faculty to include travel and other arrangements.

Essential Duties And Responsibilities

• Correspond regularly with incoming fellows, applicants, observing and visiting physicians worldwide.
• Schedule and coordinate visiting residents and observational visiting physicians.
• Keep Fellow’s educational files up to date.
• Develop and utilize paper and MS Forms to gather staff, fellow, nursing and lecture evaluations.
• Schedule quarterly fellow evaluations with the program director.
• Coordinate distribution of digital pagers to Fellows; coordinate replacement of lost or broken pagers.
• Create and maintain reports on morning conference attendance.
• Compose recommendation letters and complete Fellowship verification for current and former fellows on behalf of program director or staff physicians.
• Maintain and update former Fellows’ address database.
• Circulate interoffice materials when necessary.
• Create Certificates for Kleinert Society, Visiting Residents, Visiting physicians and educational courses.
• Order Office supplies
• Coordinate educational conference schedule.
• Set up morning didactic conference in person or via MS Teams.
• Update CMKI Website.
• Assist with Fellow orientation.
• Prepare and submit monthly Medical Director time sheet report for reimbursement.
• Assist with research projects as needed.
• Coordinates and maintains the On Call schedule for the Hand Surgery including coverage for changing schedules.
• Coordinates travel, meeting and conference registration and other events.
• Deliver and sort mail.
• Manages social media sites for the division including keeping local and referring physicians aware and updated with ongoing research programs in the division.
• Prepares expense reports and other financial records. Creates ERFs and RFDs for lab and office supplies, membership dues, and other invoice or purchases as needed by staff, faculty and students. Prepares, routes request to main department accounting office request for supplies and equipment. Processes request for reimbursement, coordinates all conference and research-related travel plans and handles processing of travel reimbursement documentation to main accounting office for divisional personnel, including supervisor and other research personnel.
• Prepare and submit monthly Medical Director report for reimbursement.
• Provide administrative support to the Director of Hand Surgery, including correspondence, e-mails, and maintains daily calendar for supervisor and other faculty. Makes arrangements for conferences informs participants of topics to be discussed, as well as provide them with needed background. Maintain org charts and department rosters. Maintains CV’s for faculty.
• Welcomes and directs visitors and guests, and arranges meetings with faculty, staff, and students and outside entities.
• Initiates and composes routine correspondence. Maintains files of a confidential nature, including budgetary and salary information, patient records, etc. Coordinates daily record of all procedures performed by supervisor: maintains a record of all photographic slides, journals and books in supervisor’s office.
• Perform library research and assist in the preparation of reports for local and national meetings, Photocopies articles and coordinates literature searches.
• Places, answers, screens and directs telephone calls for faculty and staff
• As directed, interface with lab personnel, data managers, and administrative assistants to complete research or clinical activities.
• Types, proceeds, revises and submits finalized grant proposals, manuscripts, reviews and other documents as directed.
• Contact person for facilities including maintenance requests, computer issues and others as needed within UofL, ULH and Norton Healthcare.

Preferred Qualifications

• Knowledge of the University of Louisville procedures as they apply to divisional operations.

COMPETENCIES

• Collaboration & Teamwork: Demonstrates strong cooperation with colleagues within the division as well as with staff in the main Surgery department offices, fostering a cohesive and supportive work environment.
• Microsoft Office Suite: Proficient in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint, to support administrative, data management, and communication needs.
• Telephone Etiquette: Maintains a professional and courteous demeanor when handling phone communications, ensuring clear, respectful, and efficient interactions with patients, staff, and external contacts.
• Time Management: Effectively prioritizes tasks, meets deadlines, and manages multiple responsibilities in a fast-paced environment.

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].