Department Coordinator IV

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Position Description:

The Department Coordinator IV provides executive, administrative, and operational support for the Department of Pathology & Laboratory Medicine. This position serves as a key executive support resource to the Department Chair and departmental leadership, coordinating high-level priorities, confidential communications, leadership meetings, strategic initiatives, and cross-functional departmental activities.

The role requires substantial independent judgment, discretion, professionalism, and the ability to anticipate needs, manage competing priorities, and coordinate complex administrative and operational workflows. The Department Coordinator IV serves as a primary liaison between departmental leadership, faculty, trainees, staff, institutional partners, clinical partners, and external contacts to facilitate timely communication, effective decision support, and successful execution of departmental priorities.

This position supports executive-level planning, preparation, coordination, follow-up, and documentation for departmental leadership activities, including strategic initiatives, academic operations, clinical service support, institutional reporting, special projects, and sensitive personnel-related matters. The position is expected to operate with a high degree of initiative, confidentiality, and accountability in support of departmental goals.

Essential Duties and Responsibilities

Executive Leadership Support

• Provide high-level executive administrative support to the Department Chair and designated departmental leaders.
• Manage the Department Chair's complex calendar, scheduling priorities, executive commitments, and competing internal and external requests.
• Serve as a gatekeeper and liaison for the Chair's office, independently assessing, prioritizing, and routing requests, communications, and time-sensitive matters.
• Coordinate meetings involving departmental leadership, faculty, institutional executives, clinical partners, external stakeholders, and visiting guests.
• Prepare agendas, briefing materials, background documents, summaries, talking points, correspondence, and follow-up items for leadership meetings and decision-making.
• Track leadership priorities, commitments, deadlines, and action items to ensure timely follow-through and appropriate escalation.
• Maintain strict confidentiality in support of sensitive faculty, staff, trainee, operational, financial, compliance, and personnel-related matters.
• Exercise independent judgment in identifying issues requiring leadership attention and coordinating appropriate next steps.

Executive Communications and Correspondence

• Draft, edit, format, and coordinate executive-level correspondence, reports, memoranda, presentations, institutional communications, and official departmental documents.
• Prepare concise summaries, background materials, data requests, and briefing documents to support leadership decisions and external communications.
• Coordinate communications on behalf of the Chair and departmental leadership with professionalism, accuracy, discretion, and appropriate tone.
• Support preparation of materials for institutional leadership meetings, faculty communications, departmental updates, accreditation-related activities, and strategic planning efforts.
• Ensure written materials and communications reflect departmental priorities, institutional standards, and appropriate confidentiality.

Strategic Planning and Special Project Coordination

• Provide administrative and project coordination support for departmental strategic planning, retreats, leadership initiatives, operational improvement efforts, and special projects.
• Coordinate project timelines, deliverables, meeting materials, stakeholder input, and follow-up documentation for departmental initiatives.
• Monitor progress on assigned leadership priorities and provide regular updates to the Chair and departmental leaders.
• Assist in gathering, organizing, and analyzing information needed for executive decision-making, reporting, planning, and implementation.
• Support development and maintenance of departmental dashboards, tracking tools, reports, and project documentation as assigned.
• Coordinate initiatives that involve multiple operational areas, including academic programs, clinical services, education, research, and administration.

Faculty and Academic Affairs Support

• Coordinate administrative activities supporting faculty academic, clinical, research, educational, and professional responsibilities.
• Draft, edit, and coordinate faculty correspondence, letters, reports, presentations, manuscripts, scholarly materials, and academic submissions.
• Maintain and update faculty curriculum vitae, biosketches, academic records, scholarly activity documentation, and institutional reporting system entries, including Elements.
• Track departmental publications, academic productivity, faculty accomplishments, and professional activities for reporting and recognition.
• Provide administrative coordination for education programs, including medical student, residency, fellowship, and faculty development activities.

Clinical and Operational Leadership Support

• Support departmental clinical operations through coordination of schedules, coverage planning, workflow documentation, policy updates, and communication with clinical partners.

• Facilitate communication between faculty, laboratory leadership, administrative staff, and institutional partners to support clinical service priorities.

• Support development, implementation, and maintenance of departmental policies, procedures, operational workflows, and standard administrative processes.

• Assist with tracking operational issues, follow-up items, and process improvement opportunities requiring departmental leadership attention.

• Coordinate documentation and communication related to compliance, institutional requirements, and department-level operational initiatives.

Meeting, Committee, and Event Coordination

• Coordinate high-level departmental, committee, faculty, leadership, and program meetings, including scheduling, agenda development, materials preparation, logistics, documentation, and follow-up.
• Prepare, record, and distribute meeting minutes, summaries, action items, and decision logs.
• Maintain tracking systems for meeting outcomes, assigned action items, deadlines, and leadership follow-up.
• Coordinate departmental retreats, faculty meetings, recruitment visits, conferences, educational events, guest visits, and special programs.
• Manage event logistics, communications, speaker coordination, facility needs, audiovisual arrangements, catering, travel coordination, and post-event follow-up as needed.

Department Operations and Administrative Management

• Serve as an administrative resource for departmental operations, executive workflow management, and cross-functional coordination.
• Coordinate internal departmental communications, shared calendars, administrative resources, and leadership tracking tools.
• Identify opportunities to improve administrative processes, communication flow, documentation, and operational efficiency.
• Support administrative alignment across departmental missions, including clinical care, education, research, faculty affairs, and service.
• Provide guidance and coordination to support staff or student workers as assigned.
• Perform other executive, administrative, and operational duties as assigned in support of departmental priorities.

General Administrative Responsibilities

• Provide professional, responsive, and solution-oriented service to faculty, staff, trainees, institutional partners, external stakeholders, and visitors.
• Maintain departmental records, files, shared documents, administrative systems, and confidential materials in accordance with university and health system guidelines.
• Ensure appropriate handling of sensitive information and compliance with university, health system, HIPAA, and confidentiality standards.
• Use Microsoft Office Suite, Teams, Outlook, institutional systems, and other administrative tools to support efficient communication, documentation, tracking, and reporting.
• Demonstrate professionalism, discretion, initiative, sound judgment, adaptability, and accountability in all aspects of the role.

Preferred Qualifications

• Bachelor's degree in business administration, healthcare administration, communications, public administration, higher education administration, or a related field.
• Experience providing executive-level support to a senior leader, chair, dean, director, executive administrator, or equivalent leadership role.
• Experience working in an academic medical center, healthcare system, university, or complex administrative environment.
• Experience managing complex calendars, confidential communications, executive correspondence, meeting preparation, and leadership follow-up.
• Experience coordinating projects, leadership initiatives, faculty affairs, academic programs, clinical operations, or institutional reporting.

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Competencies

• Strong writing, editing, organizational, prioritization, and project coordination skills.
• Ability to exercise independent judgment, maintain confidentiality, anticipate leadership needs, and manage multiple high-priority tasks with limited supervision.
• Proficiency with Microsoft Office Suite, Teams, Outlook, PowerPoint, Excel, Word, Adobe, and institutional administrative systems.

Please note that any selected candidate's hire date will be effective no earlier than January 5, 2027

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.