Department Coordinator II presso University of Louisville

Department:

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R107552

Minimum Requirements:

High School Diploma/GED with two (2) yrs of related experience or an equivalent combination of education and experience. (Grade 2 Hourly)

Position Description:

The position of Department Coordinator II will provides high-level administrative and operational support to faculty in the Trauma Division, ensuring smooth day-to-day management and organization. The position also supports the Orthopedic Residency Program and Program Director by dedicating 20% of time to residency-related tasks. This includes assisting with scheduling, meeting coordination, tracking documentation, and managing resident and fellow activities. The ideal candidate will be proactive, highly organized, and adept at multitasking in a fast-paced, academic medical setting.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Trauma Division Support:

• Create and maintain a highly organized, HIPAA-compliant office space for the division, residents, and fellows.

• Help support faculty schedules, proactively anticipating needs and coordinating meetings, appointments, and travel.

• Assist in preparing materials for public speaking engagements, manuscript submissions, presentations, and other academic or clinical documents. This includes library research, creating PowerPoint slides, organizing data, and ensuring proper citation.

• Handle and prioritize routine correspondence related to departmental matters, policies, and procedures.

• Act as a liaison for departmental communication, including placing and receiving calls, scheduling conference calls, and facilitating information flow.

• Coordinate logistics for meetings, conferences, and events related to the Trauma Division, including travel arrangements and materials preparation.

• Maintain administrative records, including ProCard expenses, CME certifications, COIs, medical directorship activities, and annual dues.

• Oversee office supply ordering and inventory management for the Trauma Division.

• Take and distribute meeting minutes as needed for department-wide or team meetings.

• Assist with maintaining and organizing the Fracture Service Office, ensuring smooth operation.

Orthopedic Residency Program Support (20% of time):

• Support the Orthopedic Residency Program and Program Director by coordinating scheduling and communications for residency-related meetings and events.

• Assist in maintaining accurate residency program records, including resident progress, evaluations, credentialing paperwork, and compliance documentation.

• Help with logistics for resident and fellow activities, including orientation, rotations, and academic events.

• Provide administrative assistance for the Residency Program Director, including tracking important deadlines, paperwork, and program milestones.

• Collaborate with the Residency Coordinators to ensure smooth operations for resident onboarding, credentialing, and ongoing program needs.

General Administrative Duties:

• Manage and prioritize multiple competing tasks, maintaining attention to detail and deadlines.

• Coordinate and assist with ProCard expense reporting, ensuring proper documentation and labeling of charges.

• Support Fellowship and Resident Coordinators by maintaining meeting logs, assisting with credentialing, and tracking documentation.

• Perform other administrative duties as assigned by the trauma faculty or Program Director.

• Support faculty through reconciliation of surgeries to patient billing

PREFERRED QUALIFICATIONS

• Bachelor’s degree, preferably in a related field (English, Healthcare Administration, etc.).

• Prior experience as an executive assistant, administrative assistant, or in a similar support role.

• Knowledge or experience in academic medical settings or residency programs.

• Strong proficiency in written and spoken English.

• Advanced computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint).

• Ability to handle sensitive information with discretion and maintain confidentiality

• Strong organizational skills with the ability to manage multiple priorities simultaneously.

• Excellent communication skills, both written and verbal.

• Ability to work independently and as part of a team.

• Highly professional, with a proactive and solutions-oriented approach to tasks.

• Adaptable and able to thrive in a fast-paced, dynamic environment.

Compensation Range Minimum $16.93 per hour to Midpoint $21.19 per hour.

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 [email protected] or by phone 502-852-6258.

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