Department Coordinator III

Department: Academic Advising

Location: Belknap Campus

Time Type: Full time

Worker Type: Regular

Job Req ID: R106165

Minimum Requirements: High School Diploma/GED with four (4) yrs of related experience or an equivalent combination of education and experience. Grade 3 (Hourly).

Position Description: The College of Arts & Sciences (A&S) Advising & Student Services and Dean's office seeks a Department Coordinator III who will serve as a front desk concierge and coordinate the day-to-day operations of one of the most heavily trafficked offices at the University of Louisville. The A&S Advising Center, operating out of historic Gardiner Hall, provides comprehensive support and programming to undergraduate students. Specifically, academic advisors provide students with integrated professional advising. We serve approximately 6000 undergraduate students a year and average around 4500-5000 appointments per semester.

The A&S Advising Center is seeking a highly organized and proactive Department Coordinator II to oversee the daily operations of the advising front desk, manage student worker staff, and coordinate office logistics. This role will serve as a central point of contact for students, staff, and faculty, ensuring smooth office operations and efficient workflow.

Key Responsibilities:

• Front Desk & Scheduling: Oversee front desk operations, ensuring coverage and managing student appointments through CardSmart.
• Office Coordination: Assist with daily office operations, including scheduling meetings, managing forms (e.g., Grade Change, Independent Study), and maintaining office supplies.
• Staff Supervision: Hire, train, and supervise federal work-study student workers, managing their schedules and job tasks.
• Document & Email Management: Process forms, respond to student inquiries via the advising service account, and distribute communications to advisors.
• Program & Event Logistics: Coordinate logistics for advising programs, including room reservations, catering, and supply orders.
• Process Improvement: Improve internal processes, update major program sheets, and support advisor onboarding and training.
• General Support: Manage advising calendars, assist with HR compliance, and take meeting minutes.

Qualifications:

• Proven experience in office management or similar roles, preferably in an academic setting.
• Strong organizational skills and attention to detail.
• Proficiency in managing electronic scheduling systems (e.g., CardSmart) and other office technologies.
• Experience in supervision and training
• Ability to manage multiple tasks and deadlines effectively.
• Excellent communication skills, both written and verbal.

Preferred Skills:

• Experience with calendar management systems.
• Strong problem-solving skills and a proactive approach to office operations.
• Customer Service Excellence - responsive, great to work with, provides timely and accurate information

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity The 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 [email protected] or 502.852.6258.

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.