Department Coordinator II

University of Louisville • Aurora, CO

7d • $17 - $25 • Onsite

About The Position

The Department Coordinator II provides support to Hand Surgery the Division of Plastic Surgery and facilitates the efficient operation of the department by performing a variety of administrative tasks. A variety of duties regard the scheduling of the faculty to include travel and other arrangements.

Requirements

• High School Diploma/GED and a minimum of two (2) years of relevant experience or an equivalent combination of education and experience.

Nice To Haves

• Knowledge of the University of Louisville procedures as they apply to divisional operations.

Responsibilities

• Correspond regularly with incoming fellows, applicants, observing and visiting physicians worldwide.
• Schedule and coordinate visiting residents and observational visiting physicians.
• Keep Fellow’s educational files up to date.
• Develop and utilize paper and MS Forms to gather staff, fellow, nursing and lecture evaluations.
• Schedule quarterly fellow evaluations with the program director.
• Coordinate distribution of digital pagers to Fellows; coordinate replacement of lost or broken pagers.
• Create and maintain reports on morning conference attendance.
• Compose recommendation letters and complete Fellowship verification for current and former fellows on behalf of program director or staff physicians.
• Maintain and update former Fellows’ address database.
• Circulate interoffice materials when necessary.
• Create Certificates for Kleinert Society, Visiting Residents, Visiting physicians and educational courses.
• Order Office supplies
• Coordinate educational conference schedule.
• Set up morning didactic conference in person or via MS Teams.
• Update CMKI Website.
• Assist with Fellow orientation.
• Prepare and submit monthly Medical Director time sheet report for reimbursement.
• Assist with research projects as needed.
• Coordinates and maintains the On Call schedule for the Hand Surgery including coverage for changing schedules.
• Coordinates travel, meeting and conference registration and other events.
• Deliver and sort mail.
• Manages social media sites for the division including keeping local and referring physicians aware and updated with ongoing research programs in the division.
• Prepares expense reports and other financial records.
• Creates ERFs and RFDs for lab and office supplies, membership dues, and other invoice or purchases as needed by staff, faculty and students.
• Prepares, routes request to main department accounting office request for supplies and equipment.
• Processes request for reimbursement, coordinates all conference and research-related travel plans and handles processing of travel reimbursement documentation to main accounting office for divisional personnel, including supervisor and other research personnel.
• Prepare and submit monthly Medical Director report for reimbursement.
• Provide administrative support to the Director of Hand Surgery, including correspondence, e-mails, and maintains daily calendar for supervisor and other faculty.
• Makes arrangements for conferences informs participants of topics to be discussed, as well as provide them with needed background.
• Maintain org charts and department rosters.
• Maintains CV’s for faculty.
• Welcomes and directs visitors and guests, and arranges meetings with faculty, staff, and students and outside entities.
• Initiates and composes routine correspondence.
• Maintains files of a confidential nature, including budgetary and salary information, patient records, etc.
• Coordinates daily record of all procedures performed by supervisor: maintains a record of all photographic slides, journals and books in supervisor’s office.
• Perform library research and assist in the preparation of reports for local and national meetings,
• Photocopies articles and coordinates literature searches.
• Places, answers, screens and directs telephone calls for faculty and staff
• As directed, interface with lab personnel, data managers, and administrative assistants to complete research or clinical activities.
• Types, proceeds, revises and submits finalized grant proposals, manuscripts, reviews and other documents as directed.
• Contact person for facilities including maintenance requests, computer issues and others as needed within UofL, ULH and Norton Healthcare.

Benefits

• The University of Louisville is committed to being a great place to work, learn and invest. It is a place where you will thrive in a community of inclusivity, cultivate your innovative power and work where you’ll discover your purpose. Join the Cardinal Family today.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED