Department:

Location:

Shelby Campus

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R106033

Minimum Requirements:

Bachelor's degree in a related field and two (2) years of relevant experience or an equivalent combination of education and experience. Grade 5 (Hourly)

Position Description:

The Business Office unit of the Delphi Center for Teaching and Learning is seeking a Department Coordinator V to manage the department’s human resources functions. This position will maintain departmental personnel records, i.e. JDFs and performance evaluations; manage departmental hiring processes; schedule candidate interviews; maintain the department’s organization charts; and work with Business Operations and the University’s central Human Resources teams to execute personnel actions such as transfers, terminations, in-range adjustments and retirements.

This position serves as the office manager for the Delphi Center Business Office and is the main contact for Burhans Hall guests and lessees. The Department Coordinator V covers the front desk, assisting guests of the Shelby Campus, and answering phone inquiries. They maintain office operations and procedures, including mail and delivery operations and phone coverage. This position identifies, develops and leads efforts to improve Business Office systems, spaces, and communications.

The Department Coordinator V assists the Financial Systems Coordinator V with daily event system operations such as processing payments and registration troubleshooting and acts as the backup in their absence, ensuring the integrity and accuracy of the Delphi Center’s event system. This position is also the backup manager for all of the department’s procards.

This position provides direct administrative support to the Director, Business Unit Administration; the Senior Manager, Business Unit Administration; and Senior Manager, Communications and Marketing, inclusive of scheduling and organizing meetings, coordinating calendars, ordering supplies, arranging and tracking travel, communicating with administrators, faculty, staff, and students, and assisting with general clerical duties.

The Department Coordinator V researches and clarifies University policies and procedures for the department’s employees, analyzes systems, and initiates change to improve departmental efficiency and accuracy. This position regularly interfaces with all other Delphi Center units and other University departments.

This position requires experience in human resources, office management, analysis, and accounting/bookkeeping and excellent Excel skills. A desirable candidate will possess the ability to make decisions independently, based on logical assumptions and factual information.

Essential Duties and Responsibilities:

• Manage human resources functions of the Delphi Center for Teaching and Learning. Maintain departmental personnel records (JDFs, performance reviews), manage hiring processes, schedule candidate interviews, maintain departmental org charts, work with Business Operations and the University’s central Human Resources teams on personnel actions such as job changes and transfers, terminations, reclasses, in-range adjustments, and retirements.

• Serve as office manager for the Delphi Center Business Office and is main contact for Burhans Hall. Maintain office operations and procedures such as the mail and delivery operations, phone coverage, office capital projects. Oversee the organization and maintenance of office common areas and related office equipment such as copiers and vending machines. Identify, develop and lead efforts to improve office systems, spaces, and communications.

• Assist Financial Systems Coordinator V with daily event system operations and act as a backup in their absence. This includes receiving, posting and depositing payments, troubleshooting registration issues, completing registration forms and reports, timely entry of event info, invoicing, exporting, and analyzing registration reports, sending appropriate acknowledgement and confirmation documents, and managing cancellations and transfers. Ensure the integrity and accuracy of the Delphi Center’s event system. Act as the backup manager for all of the department’s procards.

• Provide direct administrative support to the Director, Business Unit Administration; Senior Manager, Business Unit Administration; and Senior Manager, Communications and Marketing for the Delphi Center. Schedule and organize meetings, coordinate calendars, order supplies and arrange and track travel. Communicate with administrators, faculty, staff and students regarding new policies and procedures. Coordinate with other university departments to schedule meetings and with partnering vendors to schedule equipment and inventory deliveries. Prepare correspondence and maintain records and files. Assist with clerical duties as needed.

• Research policies and procedures for managers and staff and ensure that HR records are accurate and recorded properly in the University’s systems. This position also ensures all required checklists and processes are followed and maintained.

• Analyze systems, policies, and procedures and initiate change to improve departmental efficiency and accuracy.

Preferred Qualifications:

• Strong teamwork and interpersonal skills.

• Workday HR experience.

• Have excellent organizational skills with the ability to set priorities for multiple projects.

• Proficiency using Outlook, Word, and Excel.

• Knowledge of human resources processes

• Knowledge of basic accounting principles

• Familiar with financial systems and analysis

• Experience in office management

Work Hours and Work Location

This is a full-time position with a 37.5 hour regular workweek. The work location for this position is at the Shelby Campus.

The Delphi Center for Teaching and Learning

The Delphi Center for Teaching and Learning seeks candidates who value teamwork, customer service and excellence. As a teaching and learning center, the Delphi Center provides direct feedback on a regular basis to all employees through the lens of a growth mindset. The Delphi Center is driven by data, sound processes, and excellence, and is always seeking and giving feedback on one another’s work.

The Delphi Center is committed to creating equitable and inclusive campus environments that accelerate the success of the full range of UofL’s students and employees. We believe that employees who feel valued and respected will create policies, programs, practices, research agendas, and services to effectively meet the needs and exceed the expectations of the increasingly diverse student populations we hope to admit and serve. The Delphi Center seeks candidates who have a demonstrated capacity to create inclusive work environments, can work effectively among increasingly diverse teams, and will serve the increasingly diverse student population UofL wants to attract and admit.

Please submit a resume, cover letter, and three professional references with your application.

Targeted hourly rate Minimum: $23.54hr

Targeted hourly rate Maximum: $26.00hr

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard torace, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team atemployment@louisville.eduor 502.852.6258.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email atemployment@louisville.eduor by phone 502-852-6258.