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…