Department Coordinator III

University of Louisville•Louisville, KY

14d•$19 - $29

About The Position

The Department Coordinator III manages the daily operations of the Dean’s Suite in the University of Louisville College of Business. Key responsibilities include providing front desk and reception support, coordinating travel for Deans, monitoring facilities and maintenance requests, and coordinating College space requests through the University system. The College of Business is committed to creating campus environments that support the success of all students and employees. We believe that employees who feel valued and respected will create policies, programs, practices, research agendas, and services that effectively meet the needs and exceed the expectations of our student populations. The College of Business encourages candidates to apply who have demonstrated the capacity to create supportive work environments, collaborate effectively on teams, and serve the students we admit and aim to attract.

Requirements

High School Diploma/GED with four (4) years of related experience or an equivalent combination of education and experience.

Responsibilities

Reception & Front Office Support
Office Concierge and Communication Liaison: First Point of contact for clients and staff. Provides front desk coverage and maintains a welcoming and organized office environment. Answers phone and direct College voicemails
Office Support Supervision for the Student Assistant role
Information Desk and Scheduling Management: Directs questions and coordinates college-sponsored requests through the University System. Oversee the mailroom and deliveries.
Facilities Coordination
Manage facility and maintenance requests, ensuring timely and satisfactory resolution. Act as a liaison with Physical Plant supervisors. Review Physical Plant charges monthly for accuracy and reasonableness.
Administrative Support
Arrange travel, process expense reports, and travel card reconciliations for the College leadership team. Maintain the College’s organizational charts. Provide backup and support to the Executive Assistant to the Dean. Supports communication with College Faculty and staff. Supports building meeting agenda preparations and meeting minutes facilitations. Supports Dean’s Office staff with special projects and initiatives.
Purchasing
Maintain and manage the Dean’s Suite Procard following University policies. Order office supplies and equipment in compliance with purchasing guidelines.
Deposits
Receive checks for the college and ensure accurate, timely deposits. Collaborate with the College Budget and Finance team to post entries correctly.
Events
Provide scheduling management and support for College events (e.g., colloquium, calendar coordination).
Event Execution
Other Duties as Assigned