Department Coordinator III

University of Louisville; United States; On-site; USD 21,000 - 34,000; Full time

Job summary

University of Louisville is seeking a Department Coordinator III to provide high-level administrative support to the Chair, Executive Director, and Education Program Coordinator. The role coordinates administrative, financial, and academic activities in a fast-paced academic environment.

Required: High School Diploma/GED with 4+ years of relevant experience or an equivalent education/experience mix. Strong organization, communication, and discretion are essential to success in this position.

Qualifications

• High School Diploma/GED with at least 4 years of relevant experience or an equivalent education/experience mix.
• Strong organizational, communication, and time-management skills.
• Ability to handle confidential information with discretion.
• Experience supporting senior leadership or academic/healthcare settings preferred.

Responsibilities

• Provide administrative support to Department Chair, Executive Director, and Education Programs Coordinator.
• Manage calendars, schedule meetings, prepare agendas, take minutes, and follow up on action items.
• Process financial transactions and track expenditures across multiple funding sources.
• Support departmental operations including scheduling, space coordination, and event planning; assist with Grand Rounds and seminars.

Skills

Organizational skills

Communication skills

Time-management

Discretion

Multitasking

Microsoft Office

Google Workspace

Education

Bachelor's degree or equivalent combination of education and experience

High School Diploma or GED

Tools

Microsoft Office

Google

Job description

Department: Location: Health Sciences Center Time Type: Full time Worker Type: Regular Job Req ID: R109575 Minimum Requirements: High School Diploma/GED and a minimum of four (4) years of relevant experience or an equivalent combination of education and experience. Grade 3 (Hourly) Position Description: The Department Coordinator III position will provides high-level administrative support to the Chair and Executive Director and Education Program Coordinator of the Department. This role is essential to the efficient operation of the department and serves as a central point of coordination for administrative, financial, and academic activities. The position requires discretion, strong organizational skills, excellent communication skills, and the ability to manage multiple priorities in a fast-paced academic environment.

Essential Duties and Responsibilities

• Administrative Support to the Department Leadership
• Provide direct administrative support to the Department Chair, Executive Director and Education Programs Coordinator, including calendar management and meeting coordination
• Prepare agendas, take minutes, and follow up on action items for departmental and leadership meetings
• Manage confidential and sensitive information with professionalism and discretion

Financial Duties

• Process financial transactions including purchase orders, reimbursements, invoices, travel expenses, and procurement requests for the department
• Track expenditures across multiple funding sources (e.g., departmental funds, grants, discretionary accounts)
• Coordinates and supports the administrative operations of clinical trials, including regulatory documentation, study start-up activities, scheduling, and compliance with institutional and sponsor requirements.

Departmental Operations

• Support day-to-day departmental operations, including scheduling, space coordination, and event planning
• Assist with academic activities such as Grand Rounds, conferences, seminars, visiting professor arrangements, and special events
• Provide general administrative support to faculty and staff as assigned

Preferred Qualifications

• Bachelor's degree or equivalent combination of education and experience
• Previous administrative experience, preferably in an academic or healthcare setting
• Strong organizational, communication, and time-management skills
• Proficiency with standard office software (e.g., Microsoft Office, Google)
• Familiarity with university or hospital financial systems and policies
• Experience supporting senior leadership (e.g., department chair, dean, director)
• Demonstrated experience with financial processing, budgeting, or accounting support
• Experience with grants management, clinical trials and academic administration

Competencies

• Proactive - anticipates and plans for problems before they arise.
• Analytical- evaluating data and other information with the ability to choose the best solution and make recommendations.
• Flexible - ability to change directions as needed for the good of the department or organization.
• 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.
• Critical Thinking - ability to think through issues and identify appropriate options.
• Work Ethic - motivated, diligent, industrious and persistent in the workplace, stays on tasks to completion, works at a fast pace to ensure optimal efficiency.
• Interpersonal - can build effective, strong working relationships with employees, colleagues, management and vendors through trust, communication, and credibility.
• Teamwork - ability to work with others, serve others, help others, lead others, mentor others, take directions from others in the interest of moving process and programs forward to the desired outcome.

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, promoti