Department Coordinator II

ULSA University of Louisville; United States; On-site; USD 24,000 - 36,000; Full time

Job summary

University of Louisville seeks a Department Coordinator II for the School of Dentistry to provide essential administrative support to the Business Office. This full-time on-site role reports to the Associate VP of Finance for Dentistry and ensures smooth daily operations.

The position involves front-line reception, travel and meeting coordination, procurement, payroll timekeeping, and confidentiality handling. Strong organizational and Microsoft Office/Workday skills are preferred.

Qualifications

• Strong organizational and communication skills; professional customer service demeanor.
• Experience with Microsoft Office and HRIS platforms such as Workday.

Responsibilities

• Provide administrative support to multiple areas within the School of Dentistry’s Business Office.
• Serve as frontline receptionist, handle inquiries, greet visitors, answer phones, and route mail.
• Coordinate travel, book rooms, schedule meetings, and prepare itineraries for faculty searches.
• Maintain procurement card, pay invoices, and handle deposits.
• Place orders for office supplies and act as unit timekeeper for payroll.
• Schedule meetings and events, and provide general administrative support.
• Handle confidential HR information with discretion.
• Distribute financial reports and manage exit interview processes.

Skills

Organizational skills

Communication skills

Customer service

Tools

Microsoft Office

Workday HRIS

Job description

Department: Location: Health Sciences Center Time Type: Full time Worker Type: Regular Job Req ID: R109403 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 School of Dentistry seeks an exceptional candidate for the position of Department Coordinator II to provide administrative support to the School’s Business Office. This position reports to the Associate VP of Finance for Dentistry.

Essential Duties and Responsibilities

• Provide administrative support to multiply areas within the School of Dentistry’s Business Office.
• Serve as frontline contact and provide reception for employee inquiries; handle and direct employee inquiries to appropriate business office members or campus contacts; greet visitors, answer phones, route, sort mail and perform other administrative support duties.
• Assist as needed with Unit HR Specialist for Faculty to organize and coordinate logistics (e.g., travel arrangements, book rooms, scheduling meetings, prepare itineraries, room setup, etc.) in faculty searches; correspond with candidates, serve as host, as needed, to candidates during on-site interviews.
• Maintain procurement card for Business Office and reallocate charges monthly in accordance with university procurement policies; pay invoices; submit check/cash deposits as needed.
• Place orders for office supplies (ensuring adequate quantities of stocked items).
• Serve as unit timekeeper for biweekly and monthly payroll as needed.
• Schedule and coordinate meetings, events, and provide administrative support to the Business Office.
• Handle sensitive, confidential employee and HR-related information in the strictest confidence.
• Handle printer access for ULSD.
• Financial report distribution
• Send out exit interview requests upon staff resignations
• Other duties as assigned.

Preferred Qualifications

• Strong organizational skills and the ability to plan, prioritize and organize tasks; effective written and verbal communication skills; professionalism and responsible customer service skills.
• Experience with Microsoft Office and HRIS platforms such as Workday.

Target Compensation

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].

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