Department:

Dean's Office Administration

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R106148

Minimum Requirements:

High School Diploma/GED with four (4) yrs of related experience or an equivalent combination of education and experience. Grade 3 (Hourly)

Position Description:

The Department Coordinator III reports directly to the Executive Vice President for Health Affairs (EVPHA)/School of Medicine (SOM) Office of the Dean’s Executive Assistant. The Department Coordinator III - EVPHA requires an experienced, customer service driven professional with a proven background who’s comfortable interacting with varying individuals (i.e.: faculty, staff, students, residents, or external guests) and ready, day one to offer a high level of service.
This particular role provides the opportunity to work within all areas of both the Office of the EVPHA and the SOM Dean. The Department Coordinator III – EVPHA provides comprehensive administrative support to the operations team overall, including Vice Dean for Business & Strategy, Associate VP for Operations and Strategy, and Executive Director for Communications & Marketing. The position will also provide collaborative assistance to the Executive Assistant for the EVPHA/SOM Dean for various administrative functions as needed. An upbeat, team player, ready to take charge, who brings a can-do attitude is essential in this position. Delivering top level service and a commitment to every customer (either internal or external) within each unit, school, and the University. Attention to detail and the ability to manage simultaneous deadlines for multiple projects while maintaining a composed demeanor is a must.

Essential Duties and Responsibilities

• Administrative support for the Vice Dean for Business & Strategy, including executing tasks and projects, handle internal and external correspondence via mail and telephone. Set priorities by using time management to meet deadlines for multiple projects.

• Review and address emails for the Vice Dean for Business & Strategy.

• Maintain calendar-updated for appointments, meetings, lectures, events, programs, etc. for the Vice Dean for Business & Strategy.

• Manage and coordinate Vice Dean for Business & Strategy travel arrangements.

• Responsible for managing various projects on behalf of the Executive Assistant for the EVPHA/SOM Dean, including navigating daily request and assisting with calendar management for EVPHA/SOM Dean. At times, this will require either calling or emailing to clarify/verify information in regard to finalizing any schedule requests, assisting in the coordination of on-site guests and visitors in our HSC offices.

• Managing the main phone line and fielding general inquiries to assist in directing callers to the proper destination, assist in managing various timelines and coordination of awards and recognition programs recognized and supported by the SOM Office of the Dean, Cardinal Card requests, managing SOM Dean Service Account to respond, assist and direct inquiries received daily.

• Assist EVPHA/SOM Dean’s Executive Assistant with various registration, travel, and expense reporting for EVPHA/Dean when attending various ABOHNS, AAMC and other university related business meetings or conferences.

• Cross-collaboration and contact with faculty and administration, between both the university and various health systems, including UofL Health and Norton, just to name a few.

• Assist Director of Administration and Accreditation with scheduling and campus coordination of various guests invited to visit UofL for faculty positions.

• Manage office and general clerical duties, such as stockroom ordering, confirming meeting and conference space needs for internal office staff (in Abell, HSC and/or Belknap campuses) and document and file maintenance, between EVPHA and SOM Dean’s office.

• Maintain and request Door Entry access for faculty, staff, and students as needed.

• Manage office keys and orders for all doors, and act as liaison with Physical Plant.

• Coordinate meetings and special events, making arrangements for speakers/special guests, food and facilities as needed.

• Specialized duties and assignments may be tailored for each unit contact, including report generation or data entry tasks.

• Provides administrative support and travel arrangement as needed to the Associate VP for Operations and Strategy, and Executive Director for Communications & Marketing.

• Assist Associate VP for Operations & Strategy, and Executive Director for Communications & Marketing as needed with UofL items/duties.

• Ensure the protection and confidentiality of sensitive and proprietary information related to the EVPHA and Dean across the EVPHA and School of Medicine enterprise. Handle all sensitive information, including personal, financial, personnel, policies, procedures, permissions, communications, and operational data, with discretion and in compliance with data protection policies and relevant regulations.

• Edit reports, correspondence, publications, and other materials as needed.

• Provide other assistance as required.

Preferred Qualifications

• Demonstrated expert skillset for working with people, in order to represent the EVPHA/SOM Dean’s office by projecting a positive, professional and cheerful attitude.

• Experience in the higher education is ideal.

• Past customer service and/or sales experience.

• Intuitive, proactive, flexible, detail and task-oriented, and strong/motivated work ethic are all descriptive characteristics of the ideal applicant.

Competencies

• Clerical— Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

• Administration and Management— Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

• Organized – able to prioritize multiple duties within the division to maintain and meet deadlines.

• Effective written and oral communication – being able to clearly know your goal and state it clearly, use the correct tone for your purpose, stay on topic, and keep the language simple, both written and oral.

• Attention to detail – Ability to achieve thoroughness and accuracy to accomplish a task. Be more effective and minimize the risk of errors.

• Teamwork – working with a group of people to achieve a shared goal or outcome effectively. Five key elements for teamwork include communication, delegation, efficiency, ideas, and support.

• Proactive – anticipate difficulties and plan for alternate solutions.

• Flexible – ability to change whatever is necessary for the good of the unit or school

• Customer Service Excellence – responsive to management’s/faculty’s/co-worker’s needs, pleasing to work with and strong follow-up skills.

• Relationship Manager – can build effective and strong working relationships with management, colleagues, and vendors through credibility and communication

Target Compensation Maximum:

$27.85

Target Compensation Minimum:

$18.56

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.