Department Coordinator IV - University of Louisville

Minimum Requirements:Bachelors degree in a related field or an equivalent combination of education and experience. (4 Hourly)Position Description:The Department Coordinator IV position provides high level, comprehensive support to the Pediatric Research Institute and Pediatric Clinical Research Institute. This individual will act as point of first contact for research staff and visitors, answering questions and triaging relevant information to division leadership, schedule meetings and arrange travel requests, registrations, and other administrative support tasks as necessary. Must be highly organized and able to change the focus of tasks/work as needed. Will require knowledge of financial operations to maintain accurate records for the procard usage. Will assist with proofing communications, research studies, data collection, and formatting into statistical reports for the Division Chiefs, Administration, and/or granting agencies. Must work well in a team environment while being self-motivated.Essential Duties and ResponsibilitiesDivision of Pediatric Research Institute (75%)Administrative ResponsibilitiesIdentify key issues and act as a liaison with the department to resolve problems.Provide comprehensive administrative support to Division Chief.Maintain and schedule calendar appointments and meetings on behalf of Division Chief.Coordinate and Schedule meetings and events via 25 LIVE.Maintain Division faculty meeting calendars and coordinate guest speakers.Work closely with Departmental Faculty Affairs Coordinator with annual work assignments and reviews.Oversee travel profiles and arrangements for faculty, staff, students and guest speakers.Manage travel, interviews, and presentations for faculty candidates when applicable.Assist with the Annual Space Survey on the 2nd and 3rd floor.Maintain and request Door Entry access for faculty, staff, and students as needed.Manage office keys and orders for all doors, and act as liaison with Physical Plant.Act as Donald Baxter 2nd and 3rd floor Building Emergency Contact.Maintaining Space Data (Archibus).Financial ResponsibilitiesMaintaining Division Procard Purchases, including but not limited to purchasing and reallocation in accordance with University policy.Process travel vouchers, expense reports, and reimbursements for faculty, staff, and guests.Maintain and coordinate purchase requests of division lab and office supplies ordering and receiving, including but not limited to submission of PO’s and capital asset tagging.Maintain lab Buyfile for ordering and processing (lab order requests).Request and manage New Vendor/Supplier requests, and Department agreements.Collaborate with Pediatric Finance Administration with additional financial logistics, such as the delivery of checks and retrieval of invoices from research vendor websites.Human ResourcesAssist with the recruitment, onboarding, and hiring of all new faculty.Provide procedural training for faculty, staff, and students.Assist Department of Pediatrics HR Specialist with processing appropriate forms for DS2019 - J1 visas for international staff.Maintaining IACUC records for faculty and staffKeep faculty informed of Dept. of Pediatrics and UofL policies and procedures regarding HR issues.Division of Pediatric Clinical Research Institute (25%)Administrative ResponsibilitiesOversee travel arrangements for faculty in coordination with NCRI staff.Manage University sponsored accounts for affiliated research staff and collaborators (including iRIS and email accounts).Assist with Redcap database access (for sponsored accounts and faculty).Financial ResponsibilitiesSubmit purchase requests and make procurement card purchases.Process travel vouchers and reimbursements for faculty and candidatesManage additional financial logistics, such as checking and retrieving invoices from research vendor websites.Preferred QualificationsStrong commitment to customer service excellence.Proficient in MS Outlook, Excel, Word, PeopleSoft & Microsoft Teams/Zoom.Effective oral, written, and interpersonal communication skills.CompetenciesClerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.Communications and Media — Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.Service Excellence-Responsive, informs constituents of process, pleasant to work with, educates, and provides timely, accurate information.Organized-Manages time effectively and keeps tasks appropriately prioritizedWork Ethic-motivated, diligent and persistent in the workplace, stay on tasks to completion and work fast to ensure optimal efficiency.Target Compensation Maximum:$31.38Target Compensation Minimum:$20.92Compensation will be commensurate to candidate experience.Equal Employment OpportunityThe University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at employment@louisville.edu or 502.852.6258.Assistance and AccommodationsComputers 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.