Department Coordinator III - PAE Operations

Department:

Location:

Belknap Campus

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R108018

Minimum Requirements:

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

Position Description:

The University of Louisville is seeking a Department Coordinator III. This position serves as an administrative associate for the Assistant Vice President of Philanthropy & Alumni Engagement Operations (AVP) and provides administrative support to the operations team overall, including Business Unit Operations, Prospect Development, IT, and Biographical Records teams.

Duties & Responsibilities

• Greet guests upon arrival at the Fairfax office. Notify appropriate staff of guest arrival.

• Administrative support for the AVP, including executing tasks and projects, handling internal and external correspondence via mail and telephone. Set priorities by using time management to meet deadlines for multiple projects.

• Prepare any expense reports for the AVP as needed in Workday.  Manage ProCard expenses.

• Coordinate with the primary recruiter to schedule phone screens and interviews for all open positions in Philanthropy & Alumni Engagement (PAE).

• Maintain new hire workflow tasks and coordinate new hire onboarding schedules in conjunction with the Talent Engagement team.

• Coordinate the leadership briefing process in conjunction with prospect development and the Vice President’s executive assistant.

• Assist with updating and maintaining the PAE SharePoint site.

• Maintain calendars to coordinate and schedule the conference room at Fairfax.

• Maintain supply inventory for Fairfax.

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

• Specialized duties and assignments may be tailored for each unit contact, including report generation or data entry tasks.

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

Preferred Qualifications

• Associate degree and 2 years of related experience

• Experience supporting multiple individuals at once

• Experience with relational databases or CRM databases

• Experience with project management software such as Asana

• Experience with Workday – HR & Finance Management Platform

• High degree of proficiency with Microsoft Office Suite

Competencies

• Communication Skills – Effective interpersonal, verbal, and written communication skills.

• Ethics & Values – Able to handle confidential and sensitive information with discretion and tact

• Organizing - Excellent organizational skills

• Time Management - Ability to multitask and prioritize tasks effectively

Philanthropy & Alumni Engagement encourages candidates to apply who have demonstrated the capacity to create supportive work environments, collaborate effectively on teams, and serve the students we admit and aim to attract.

*Please include a cover letter along with your resume.

Applications are welcome at any time; however, review of submissions will begin on January 5, 2026.

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 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.