Department Coordinator III - Health Science Center (HSC)

Department:

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R108801

Minimum Requirements:

High School Diploma/GED and a minimum of four (4) years of relevant experience or an equivalent combination of education and experience. Grade 3 (Hourly)

Position Description:

The University of Louisville is seeking to hire a Department Coordinator III. This position provides administrative support to multiple unit-based Health Sciences Center (HSC) fundraisers, operational support for the Assistant Vice President of Philanthropy, HSC, and assists in Health Sciences Center office operations as needed. This position requires excellent interpersonal and organizational skills, as well as the ability to manage multiple project deadlines.

Duties & Responsibilities

50% Administrative

• Administrative support for the Assistant Vice President of Philanthropy, HSC and select philanthropy officers on the HSC campus.

• Handle incoming donor requests via mail or phone, including those who do not have an assigned philanthropy officer. Serve as a point of contact for follow-up.

• Print documents, invitations, flyers, and event materials upon request from fundraisers in coordination with the events team.

• Handle annual reunion events and material preparation as needed for select units in coordination with the events team.

• Make reservations for large business meals as needed, including ordering catering for on-campus lunch meetings and events, and sourcing venues when required, as requested by unit-based HSC fundraisers.

• Assist with preparing materials for HSC philanthropy officer meetings, including PowerPoint presentations and other visual aids, preparing handouts, ensuring proper technology and room availability, and on-site support as needed.

• Place orders for supplies and printing needs with Canon for unit-based HSC fundraisers, including business cards and stationery. Coordinate with Donor Relations & Event staff to place orders for invitations or thank you cards as needed.

• Serve as a point of contact for fundraisers to route requests to the appropriate area, including donor relations, report requests, and IT issues.

• Assist with pre-event data entry and registration, post-event coding, and other data entry as needed.

• Assist with other administrative tasks as needed to help provide additional support for PAE.

40% HSC Operations

• Attend meetings as needed with the Assistant Vice President of Philanthropy, HSC to take notes and help coordinate follow-up from those meetings.

• Assist with other short and long-term projects and special assignments as assigned by the Assistant Vice President of Philanthropy, HSC.

• Help with projects for campaign materials and campaign readiness for HSC.

• Work to set up processes for better collaboration between internal teams and HSC fundraisers.

• Assist in running and formatting metric reports from the CRM database.

• Set priorities by using time management to meet deadlines for multiple projects.

• Serve as the liaison to HSC fundraisers on significant items from central PAE meetings.

• Other operations projects and duties as necessary.

10% HSC Operations (as necessary)

• Greet guests upon arrival at the HSC office, when applicable. Notify appropriate staff of guest arrival.

• Maintain the check intake process for HSC fundraisers to serve as the point person for logging in and completing necessary gift logs and delivering checks to the Foundation daily.

• Maintain calendars to coordinate and schedule the conference rooms and training rooms for HSC fundraisers.

• Serve as the lead contact for Canon copiers by ordering supplies and requesting service.

• Oversee requests for card-swipe access to HSC facilities for HSC fundraisers, including security, and maintain measures such as reporting issues.

• Serve as back-up administrative support to the Sr. Assoc. VP when needed.

Preferred Qualifications
Experience supporting multiple individuals at once.

Competencies

• Outstanding interpersonal skills

• High degree of proficiency with Microsoft Office Suite

• Ability to handle sensitive information with confidentiality and discretion

• Excellent oral and written communication skills

• Excellent organizational skills

• Ability to multitask when necessary

*Please include a cover letter along with your resume

Philanthropy & Alumni Engagement 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 population.

Benefits - The University of Louisville has an exceptional benefits package; to learn more about our benefits, please visit here.

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.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

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.