Department Coordinator II

Quest Oracle Community; Louisville, Northern (KY, KY); Hybrid; USD 19,000 - 28,000; Full time

Benefits offered by this job

Health insurance

Job summary

The University of Louisville is seeking a Department Coordinator II in the School of Dentistry Academic Affairs to support the Associate Dean and streamline department operations. This role handles scheduling, records, and meetings across multiple committees.

The position requires strong organizational and communication skills, calendar management, travel arrangements, and confidential handling of sensitive information within a busy academic environment.

Qualifications

• Bachelor's degree is preferred.
• Experience with Blackboard required.
• Experience with PeopleSoft is preferred.
• Experience with Examsoft is preferred.

Responsibilities

• Develop and maintain accurate course schedules of the DMD curriculum and final exam schedules.
• Develop student leadership listing and maintain course director distribution groups in Outlook.
• Coordinate and maintain records of committee activities including DMD committees and related councils.
• Prepare materials for annual DMD Focus Group discussions and arrange meetings.
• Coordinate reservations of classroom space using 25Live CollegeNET and CourseLeaf CLSS.
• Provide administrative support to the Associate Dean and staff, including calendars and travel arrangements.
• Welcome visitors and arrange meetings with faculty, staff and students, maintaining confidentiality.
• Respond to and resolve administrative inquiries; manage course registration and exams in ExamSoft.
• Arrange IT support for ExamSoft assessments and support Basic Science Awards and graduation activities.

Skills

Excellent verbal and written沟通 skills

Excellent organizational skills

Ability to prioritize work

Team oriented

Education

Bachelor's degree

Tools

Blackboard

PeopleSoft

Examsoft

Job description

Location: Health Sciences Center

Time Type: Full time

Worker Type: Regular

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 University of Louisville School of Dentistry Academic Affairs is seeking a Department Coordinator II. This position provides support to the Associate Dean of Academic Affairs and facilitates the efficient operation of the department by performing a variety of administrative tasks.

Essential Duties and Responsibilities

• Develop and maintain accurate course schedules of the DMD curriculum and final exam schedules.
• Develop student leadership listing and maintain course director distribution groups in Outlook.
• Coordinate and maintain records of the activities for the following ULSD Standing and Ad Hoc Committees: DMD Student Progress and Promotion Committee to include the Clinical Subcommittee, DMD Curriculum Committee to include all subcommittees, Student Review Council, Faculty Assembly, and Assessment & Effectiveness Committee.
• Prepare materials for annual DMD Focus Group discussions and arrange meetings.
• Coordinate reservations of classroom space for all academic activities and student organizations at the School of Dentistry through 25Live CollegeNET and CourseLeaf CLSS.
• Provide administrative support to the Associate Dean for Academic Affairs and other staff members in the Office of Academic Affairs, including correspondence, email and maintenance of calendars; answer and screen phone calls; and make travel arrangements.
• Welcome and direct visitors and guests, and arrange meetings with faculty, staff and students, paying particular attention to the sensitivity and confidential nature of the issues involved.
• Respond to and resolve administrative inquiries and questions.
• Administrator responsible for course registration, tracking and supporting exams, and faculty training in ExamSoft, an online platform used for exam administration.
• Arrange Dental Informatics (IT) support for ExamSoft assessments at the School of Dentistry.
• Provide support for Basic Science Awards and graduation activities, as well as mandatory training sessions for the School of Dentistry.

• Support the Office of Academic Affairs in special projects, including goals assigned by the Dean.
• This position will assist with the assimilation of the self-study reports for accreditation.
• Develop the annual academic calendar.
• Assist with syllabi tracking and performing updates.

Preferred Qualifications

• Bachelor's degree
• Blackboard experience
• PeopleSoft experience
• Examsoft experience

Competencies

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent software skills in Microsoft Office Suite
• Excellent organizational skills and attention to detail
• Ability to evaluate data and other information
• Service and team oriented
• Very good critical-thinking skills
• Ability to build strong working relationships with others
• Enjoy interacting with others based on the high engagement required for this role with all workforce members.
• Ability to prioritize work to meet multiple competing deadlines.

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.