Department:

Dean's Office Administration

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R106149

Minimum Requirements:

Bachelors degree in a related field or an equivalent combination of education and experience. Grade 4 (Hourly)

Position Description:

The assignment requires an experienced, extroverted, customer-centric professional with a proven record for a high-quality 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 IV – EVPHA provides comprehensive program, development, event management, and logistics within the EVPHA/SOM Dean’s office team overall, including EVPHA/SOM Dean, Vice Dean for Business & Strategy, Senior Director of Administration, Policy, and Operations, Associate VP for Operations & Strategy, and Executive Director for Communications & Marketing. 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 .

• Coordinate projects, events, programs, workshops, and team/unit outings for the Vice Dean for Business & Strategy. Duties include organizing, developing and maintaining associated timelines and budgets, and coordinating the activities.

• Assist in the development of materials and resources to support projects in collaboration with the Vice Dean for Business & Strategy.

• Coordinate external collaborations, internships, philanthropic activities and advancement in collaboration with the Vice Dean for Strategy & Innovation and the Associate VP for Operations and Strategy.

• The job entails many methods of communication with EVPHA and SOM administration, including writing and/or editing letters for the Vice Dean for Business & Strategy, Associate VP for Operations and Strategy, Executive Director for Communications & Marketing and Senior Director of Administration, Policy, and Operations. Additionally, both individual and mass emails/notifications are disseminated from the office.

• Coordinate key elements of the SOM SMART Staff Development Program, including events, programming/monthly meetings, and trainings.

• Coordinate special events for SOM, working closely with SOM school-wide departments, constituency groups, and offices. Key factors include: facilitating event marketing/registration, securing venues and ordering food, ensuring university policies and procedures are maintained, planning logistics, operating event management, working with HSC Finance on budget approval and contract needs, and post event communication/assessment.

• Work with departmental members on one-time projects (such as guest speakers) and support colleagues in both the Dean’s office and the EVPHA as needed with their ongoing programs.

• Foster a collaborative and innovative environment for both SOM Dean’s Office and the EVPHA.

• Under the direction of the Senior Director of Administration, Policy, and Operations: Coordinate, preserve and submit annual reviews to Faculty Affairs and Advancement for 23 SOM Department Chairs.

• Assist the Senior Director of Administration, Policy, and Operations in the coordination of multiple searches running concurrently at the School of Medicine and EVPHA levels.

• Assist the Senior Director of Administration, Policy, and Operations in the coordination of regular annual and five-year Chair reviews and any special Chair reviews: preparing and distributing reports, correspondence and data; assisting with the development of surveys and evaluation forms; scheduling and participating in review committee meetings; maintaining files and confidentiality of committee proceedings and recommendations.

• Assist in the coordination of regular annual reviews of centers and Institutes Directors; SOM decanal staff; and Associate and Assistant HSC Vice Presidents.

• Assist the Senior Director of Administration, Policy, and Operations with the Annual Space Survey and maintaining Space Data (Archibus) for SOM Dean’s Office and EVPHA.

• Reviews and revises Program policies and Letters of Agreement annually or as needed in collaboration with Senior Director of Administration, Policy, and Operations.

• Provide cross-coverage for EVPHA Dean's office when necessary; ensure affirmative action compliance for other EVPHA Dean's appointments; coordinate and staff other committees appointed by the EVPHA Dean; coordinate other projects assigned by the EVPHA Dean.

• 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.

Preferred Qualifications:

• Experience in event management.

• Project management expertise.

Competencies:

• Program Management – organized, budget/time manager, and strong follow-up skills.

• Proactive – anticipate difficulties and plan for alternate solutions.

• 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.

• Teamwork – ability to work well with others to provide a desired solution.

• Excellent team skills.

• Strong communication skills.

• Proactive - anticipates and plans for problems before they arise.

• Problem solver – ability to identify and resolve problems that may occur.

• Service Excellence – responsive, informs constituents of process, educates and provides timely, accurate information.

• Flexible – ability to change directions as needed for the good of the department or organization.

• 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.

• Quality – is able to perform work in a neat, efficient, well-coordinated, well-communicated manner with a high degree of accuracy and professionalism.

Target Compensation Maximum:

$31.38

Target Compensation Minimum:

$20.92

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.