Department Coordinator II

University of Louisville•Louisville, KY

1d•$17 - $26•Onsite

About The Position

The Department Coordinator II provides administrative and operational support for the University Honors Program. Reporting to the Executive Director, this position manages office operations, maintains departmental records and communications, coordinates events and scheduling activities, supports financial and academic processes, and serves as a primary point of contact for students, faculty, staff, alumni, and visitors.

Requirements

High School Diploma/GED and a minimum of two (2) years of relevant experience or an equivalent combination of education and experience.
Strong written and verbal communication skills.
Attention to detail.
Ability to manage multiple priorities in a fast-paced environment.
Well-developed organizational and time management skills.
Proficiency in standard office software applications, website management tools, and social media platforms.

Nice To Haves

Bachelor's degree.
Office management or administrative support experience in an academic environment.
Experience with records and data management.
Event coordination experience.
Public-facing customer service experience.
Communications experience.
Digital outreach experience.
Collaborative, adaptable, and committed to providing excellent service.

Responsibilities

Oversee daily operations of the department, including serving as the primary front desk staff.
Assist the Executive Director, faculty, and staff in daily operations.
Maintain departmental records and archives, including course syllabi, student records, meeting minutes, and financial records.
Hire, train, and supervise student assistants.
Oversee office supply ordering, including catering and local supply pick-up responsibilities, and maintain an organized office environment.
Create and distribute the departmental newsletter and maintain the department website and social media accounts.
Manage the Honors Service Account (email).
Coordinate with Physical Plant, ITS, and other university departments and offices.
Serve as secretary for department meetings.
Manage and coordinate administrative projects and special assignments.
Assist faculty with purchasing memberships, registrations, books, computers, and other supplies.
Track travel and research expenses for faculty and staff.
Provide support for departmental ProCards, including receipt submission, statement review, and activity reconciliation.
Assist with travel arrangements for Honors faculty, staff, and students.
Provide administrative support to the Executive Director.
Assist the Executive Director in creating, submitting, and revising the course schedule.
Prepare meeting materials, maintain records, and support departmental communications.
Maintain student records and departmental academic documentation.
Field course registration requests from students and direct inquiries to appropriate Honors staff.
Maintain course syllabi and related academic records.
Provide basic support for classroom technology.
Schedule and oversee use of Honors classrooms and meeting spaces.
Coordinate program events, including setup, logistics, and transportation of materials and supplies.
Maintain program event and space-use calendars.
Support recruitment, alumni affairs, and other program activities.
Serve as a primary point of contact for students and visitors.
Respond to general student inquiries regarding Honors courses, programs, and services and refer students to appropriate Honors staff and resources as needed.
Refer students to appropriate Honors staff and resources as needed.
Support student recruitment and engagement activities.