Department Coordinator III

University of Louisville • Aurora, CO

14h • Onsite

About The Position

The Department Coordinator III provides high-level administrative support to the Department Chair, Executive Director, and Education Programs Coordinator. The role is a central point of coordination for the department’s administrative, financial, and academic activities and contributes to efficient day-to-day operations. It requires discretion, strong organization and communication skills, and the ability to manage multiple priorities in a fast-paced academic environment.

The position supports departmental leadership through calendar and meeting coordination, preparation of agendas and minutes, and follow-up on action items. It processes financial transactions and tracks expenditures across multiple funding sources. It also coordinates and supports clinical-trial administrative operations, including regulatory documentation, study start-up, scheduling, and compliance with institutional and sponsor requirements.

The coordinator supports departmental operations, academic programming, events, and faculty and staff with general administrative assistance. Compensation will be commensurate with candidate experience. The position is full-time, regular, and located at the Health Sciences Center.

Requirements

• High school diploma or GED and at least four years of relevant experience, or an equivalent combination of education and experience.
• Strong organizational, communication, and time-management skills.
• Proficiency with standard office software, such as Microsoft Office or Google tools.
• Ability to manage multiple priorities in a fast-paced academic environment.
• Ability to manage confidential and sensitive information with discretion.

Nice To Haves

• Bachelor’s degree or an equivalent combination of education and experience.
• Previous administrative experience, preferably in an academic or healthcare setting.
• Familiarity with university or hospital financial systems and policies.
• Experience supporting senior leadership, such as a department chair, dean, or director.
• Experience with financial processing, budgeting, or accounting support.
• Experience with grants management, clinical trials, and academic administration.
• Proactive, analytical, flexible, service-oriented, organized, and critical-thinking approach; strong work ethic, interpersonal skills, and teamwork.

Responsibilities

• Provide direct administrative support to the Department Chair, Executive Director, and Education Programs Coordinator, including calendar management and meeting coordination.
• Prepare agendas, take minutes, and follow up on action items for departmental and leadership meetings.
• Handle confidential and sensitive information professionally and discreetly.
• Process purchase orders, reimbursements, invoices, travel expenses, and procurement requests.
• Track expenditures across departmental funds, grants, discretionary accounts, and other funding sources.
• Coordinate and support administrative operations for clinical trials, including regulatory documentation, study start-up activities, scheduling, and compliance with institutional and sponsor requirements.
• Support day-to-day departmental operations, including scheduling, space coordination, and event planning.
• Assist with Grand Rounds, conferences, seminars, visiting professor arrangements, and special events.
• Provide general administrative support to faculty and staff as assigned.

What This Job Offers

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