Department Coordinator II

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

Job summary

The University of Louisville Honors Program seeks a Department Coordinator II to provide administrative and operational support. Reporting to the Executive Director, you will manage office operations, maintain records, coordinate events, support financial and academic processes, and serve as the primary contact for students, faculty, staff, alumni, and visitors.

Responsibilities include overseeing daily operations, supervising student assistants, coordinating travel, managing communications, and

Qualifications

• Strong written and verbal communication skills.
• Well-developed organizational and time management skills.
• Proficiency in standard office software applications and website management tools.
• Experience with social media platforms and public-facing communications.

Responsibilities

• Oversee daily operations of the department and front desk activities.
• Hire, train, and supervise student assistants; manage office records and archives.
• Coordinate events, scheduling, and travel for faculty and staff; support financial and academic processes.

Skills

Communication skills

Organizational skills

Time management

Public-facing customer service

Digital literacy

Education

Bachelor's degree

Tools

Office software

Website management

Social media

Job description

Department:Honors ProgramLocation:Belknap CampusTime Type:Full timeWorker Type:RegularJob Req ID:R109133Minimum 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 administrative and operational support for the University Honors Program. Reporting to the Executive Director, this position manages office operations, maintains departmental records and communications, coordinates events and scheduling activities, supports financial and academic processes, and serves as a primary point of contact for students, faculty, staff, alumni, and visitors.Key Responsibilities:Office ManagerOversee daily operations of the department, including serving as the primary front desk staff.Assist the Executive Director, faculty, and staff in daily operations.Maintain departmental records and archives, including course syllabi, student records, meeting minutes, and financial records.Hire, train, and supervise student assistants.Oversee office supply ordering, including catering and local supply pick-up responsibilities, and maintain an organized office environment.Create and distribute the departmental newsletter and maintain the department website and social media accounts.Manage the Honors Service Account (email).Coordinate with Physical Plant, ITS, and other university departments and offices.Serve as secretary for department meetings.Manage and coordinate administrative projects and special assignments.Financial SupportAssist faculty with purchasing memberships, registrations, books, computers, and other supplies.Track travel and research expenses for faculty and staff.Provide support for departmental ProCards, including receipt submission, statement review, and activity reconciliation.Assist with travel arrangements for Honors faculty, staff, and students.Department Leadership SupportProvide administrative support to the Executive Director.Assist the Executive Director in creating, submitting, and revising the course schedule.Prepare meeting materials, maintain records, and support departmental communications.Academic SupportMaintain student records and departmental academic documentation.Field course registration requests from students and direct inquiries to appropriate Honors staff.Maintain course syllabi and related academic records.Provide basic support for classroom technology.Scheduling & EventsSchedule and oversee use of Honors classrooms and meeting spaces.Coordinate program events, including setup, logistics, and transportation of materials and supplies.Maintain program event and space-use calendars.Support recruitment, alumni affairs, and other program activities.Student SupportServe as a primary point of contact for students and visitors.Respond to general student inquiries regarding Honors courses, programs, and services and refer students to appropriate Honors staff and resources as needed.Refer students to appropriate Honors staff and resources as needed.Support student recruitment and engagement activities.Qualifications and Preferred ExperienceThe successful candidate will demonstrate strong written and verbal communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Well-developed organizational and time management skills are essential, along with proficiency in standard office software applications, website management tools, and social media platforms.A bachelor's degree is preferred. Preference will be given to candidates with office management or administrative support experience in an academic environment, including experience with records and data management, event coordination, public-facing customer service, communications, and digital outreach. The ideal candidate will be collaborative, adaptable, and committed to providing excellent service to students, faculty, staff, alumni, and campus partners.Target Compensation Maximum:$26.03Target Compensation Minimum:$17.35Compensation will be commensurate to candidate experience.Equal Employment OpportunityThe 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 AccommodationsComputers 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].