Department Coordinator IV

Department:

Location:

Belknap Campus

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R107375

Minimum Requirements:

Bachelors degree in a related field or an equivalent combination of education and experience. (4 Hourly)

Position Description:

The Department Coordinator serves as the office manager for the administrative suite of the Office of Student Engagement at the University of Louisville, providing comprehensive operational and administrative support in a dynamic, student-focused environment. This multifaceted position is responsible for managing daily office operations, front desk functions, and reservation processes and ensuring a welcoming, organized, and efficient office environment. The Coordinator supports the Senior Director and suite staff with administrative tasks, facilitates internal communication, and assists with business functions including procurement, travel, timekeeping, and budget-related support. In addition, this position supports student employee onboarding and recognition, develops positive relationships with student leaders and campus partners, and serves as a point of contact for facility users and student organization support systems. The Department Coordinator plays a key role in maintaining office processes, managing resources, and contributing to the smooth execution of programs and services offered through the Office of Student Engagement.

Essential Duties and Responsibilities

• Serves as the office manager of the Office of Student Engagement administrative suite, ensuring it is organized, clean, well-maintained, and presents as a welcoming, positive, and professional environment.

• Manages front desk operations, answering the main office phone, and addressing walk-in inquiries in a fast-paced higher education environment.

• Coordinates office operations, maintains, and updates office processes and corresponding documentation to achieve maximum office efficiency and effectiveness.

• Acts as the first point of contact for Student Activity Center (SAC) callers and office visitors and assists in answering questions, providing information, and/or directing them to the person, office, or department who can best assist.

• Manage departmental staff communication regarding office operations, event scheduling, and other general topics as requested.

• Provides direct administrative support to the Senior Director and other suite staff as requested.

• Manages departmental student employee calendar including hiring, onboarding, training, and recognition functions.

• Develops meaningful relationships with student leaders, including student facility MODs and SGA, SAB, ELSB, SOAB, and FSL leadership.

• Serves as a point of contact for frequent SAC users and Student Engagement campus partners.

• Monitors reservation requests, schedules, and provides direction and support throughout the reservation booking process as necessary.

• Provides support for managing and ensuring Engage data is current for all student organizations, events, and paths.

• Assists the division Business Office to receive checks and cash and with bank deposits as necessary.

• Manages all procards for the Office of Student Engagement and The PEACC Center including check-in and check-out, reallocation, entering back-up into Workday Finance, and reconciling bank statements.

• Maintains office inventory and supplies, and manages office equipment such as printer/copiers, refrigerators, microwaves, as well as the student RecRebox.

• Processes routine supply orders and coordinate catering logistics in compliance with university policies and vendor agreements.

• Ensures timekeeping is complete for hourly and student staff members of the Office of Student Engagement and SAC; provides back-up timekeeping support for the Office of the Vice President for Student Affairs.

• Serves as the departmental primary travel and logistics coordinator, including booking, scheduling, and post-travel reimbursements.

• Serves as back-up support for other Student Affairs travel and logistics coordinators as necessary.

Preferred Qualifications

• Proficiency using Microsoft Word, Excel, PowerPoint, Outlook, and Teams

• Takes initiative, anticipates challenges, and troubleshoots to resolve issues independently

• Experience working in a higher education environment and with student organizations

• Experience in event planning

• Excellent organizational, time management, and customer service skills

• Knowledge of University business practices

• Service-minded approach and demonstrated experience providing a high-level of support to customers in-person, on the phone, and online

Competencies

• Accountability – takes personal responsibility for the completion, quality, and timeliness of work products and achieves desired results with little oversight.

• Attention to detail – diligent to complete tasks with accuracy, consistency, and thoroughness; has a commitment to quality and pays close attention to all, including the smallest details and tasks, remaining aware of their possible effects.

• Collaboration – able to work effectively with, serve, help, lead, mentor, and take direction from others in the interest of moving processes, initiatives, and programs forward to achieve desired outcomes.

• Concentration – able to remain engaged in tasks while situated in an active setting and maintain momentum of task completion amidst frequent interruptions.

• Effective communication – clearly conveys messages and actively listens to achieve a mutual understanding, applies emotional intelligence, and adapts communication style based on situation and intended audience.

• Organization – able to manage time, resources, and effort effectively and prioritize tasks and responsibilities.

• Proactiveness – takes initiative and is able to anticipate and plan for challenges before they arise.

• Professionalism – maintains a high work standard, is reliable, acts with integrity, interacts with colleagues and others in a courteous and respectful manner, and demonstrates a positive attitude.

• Problem-solving – able to define a problem, diagnose the root cause, identify possible solutions, and implement the best one to sustain the desired result or outcome.

• Service excellence – responsive, empathetic, presents a pleasant disposition, has a sense of urgency, and provides timely, accurate information to constituents.

• Strong work ethic – motivated, diligent, industrious, and persistent; stays on tasks until completion, and works at a fast pace to ensure optimal efficiency.

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email at employment@louisville.edu or by phone 502-852-6258.