Department Coordinator II

University of Louisville•Aurora, CO

6d•$17 - $26

About The Position

The Department Coordinator II supports Hand Surgery in the Division of Plastic Surgery and facilitates efficient department operations by performing a wide range of administrative tasks. The role includes coordinating faculty schedules, travel, meetings, conferences, and other arrangements, as well as providing administrative support to the Director of Hand Surgery and other faculty and staff. The coordinator supports fellowship and educational activities, including communications with incoming fellows and visiting physicians, maintaining educational records, coordinating evaluations and conferences, and assisting with fellow orientation. The position also supports research and clinical activities, prepares and processes correspondence and documents, maintains departmental records and databases, and coordinates financial, purchasing, travel-reimbursement, and facilities requests.

Requirements

High school diploma or GED and a minimum of two years of relevant experience, or an equivalent combination of education and experience.
Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
Strong collaboration and teamwork skills.
Professional and courteous telephone etiquette.
Effective time management, including prioritizing tasks, meeting deadlines, and managing multiple responsibilities in a fast-paced environment.

Nice To Haves

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

Responsibilities

Correspond regularly with incoming fellows, applicants, observing physicians, and visiting physicians worldwide.
Schedule and coordinate visiting residents and observational visiting physicians.
Keep fellows’ educational files up to date; gather evaluations using paper and Microsoft Forms; and schedule quarterly fellow evaluations with the program director.
Coordinate distribution and replacement of digital pagers for fellows.
Create and maintain reports on morning conference attendance; coordinate educational conference schedules; and set up morning didactic conferences in person or via MS Teams.
Compose recommendation letters and complete fellowship verifications for current and former fellows on behalf of the program director or staff physicians.
Maintain and update the former fellows’ address database.
Circulate interoffice materials and deliver and sort mail as needed.
Create certificates for the Kleinert Society, visiting residents and physicians, and educational courses.
Order office supplies and prepare, route, or process requests for supplies, equipment, memberships, invoices, purchases, and reimbursements.
Update the CMKI website and manage division social media sites, keeping local and referring physicians informed about ongoing research programs.
Prepare expense reports and other financial records, including ERFs and RFDs; coordinate conference- and research-related travel and process travel reimbursement documentation.
Prepare and submit monthly Medical Director time sheet and reimbursement reports.
Provide administrative support to the Director of Hand Surgery, including correspondence, email, calendar maintenance, conference arrangements, and informing participants of topics and background materials.
Maintain organizational charts, department rosters, and faculty CVs.
Welcome and direct visitors and guests, and arrange meetings with faculty, staff, students, and outside entities.
Initiate and compose routine correspondence and maintain confidential files, including budgetary, salary, and patient records.
Coordinate daily records of procedures performed by the supervisor and maintain records of photographic slides, journals, and books in the supervisor’s office.
Perform library research, assist in preparing reports for local and national meetings, photocopy articles, and coordinate literature searches.
Place, answer, screen, and direct telephone calls for faculty and staff.
Interface with laboratory personnel, data managers, and administrative assistants to complete research or clinical activities as directed.
Type, process, revise, and submit finalized grant proposals, manuscripts, reviews, and other documents as directed.
Serve as a facilities contact for maintenance requests, computer issues, and other needs within UofL, ULH, and Norton Healthcare.
Assist with research projects as needed.