Department Coordinator II

University of Louisville•Aurora, CO

8d•$17 - $25•Onsite

About The Position

The Department Coordinator II in the Department of Cardiothoracic Surgery provides administrative support to the department chair. This role involves coordinating faculty recruitment, managing the department chair's calendar and travel, and processing Faculty Affairs actions. The position requires a high level of administrative support, including managing the calendar and travel for the department chair. The coordinator is responsible for all Faculty Affairs actions and tracking faculty scholarly activity in Interfolio. They will also assist with faculty recruitment and onboarding efforts, schedule meetings and appointments, and organize special events. Monthly calendars need to be updated with faculty or executive director activities. Travel arrangements, itineraries, and UofL International Travel requests are to be prepared in Concur, along with processing travel reimbursements. The role also includes managing department procurement cards and providing transaction documentation in OnBase. A key responsibility is coordinating two department endowed grand round lectures, which includes managing speaker travel, honoraria, CME for attendees, and publicity. The individual will work independently on special projects and assignments as needed.

Requirements

High School Diploma/GED with two (2) yrs of related experience or an equivalent combination of education and experience.
Proficiency with Microsoft Office Applications, including Word, Outlook, Excel, and PeopleSoft.
Extremely organized
Customer service-oriented with the ability to quickly adapt to the day-to-day responsibilities of the role and change gears quickly as needed.
Attention to detail and meticulous follow through with wide variety of personnel, including external stakeholders.

Nice To Haves

Bachelor’s Degree.
Previous work in academic and/or clinical environment.
One year of medical administrative experience.

Responsibilities

Provides high level administrative support to department chair: managing calendar and travel.
Responsible for all Faculty Affairs actions as well as tracking faculty scholarly activity in Interfolio.
Assist with faculty recruitment and onboarding efforts.
Schedule meetings/appointments and organize/coordinate special events.
Update monthly calendars with faculty or executive director activities.
Prepare travel arrangements in Concur, itineraries, UofL International Travel requests, logistics of meetings and conferences and process travel imbursements in Concur.
Manages department procurement cards and provide transaction documentation in OnBase.
Coordinate two department endowed grand round lectures including speaker travel, honoraria, CME for attendees, and publicity.
Works independently on special projects and assignments, as assigned