Department Coordinator III

Department:

Health and Sport Sciences

Location:

Belknap Campus

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R108033

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:

I.  Job Summary

The Department Coordinator III provides comprehensive administrative and operational support across the Health & Sport Sciences Department (HSS) within the College of Education & Human Development (CEHD). This position supports the department chair, faculty, students, and staff by coordinating program operations, managing financial processes, supporting student records and admissions, and facilitating departmental events. The role serves as a primary point of contact for students, ensures compliance with university and CEHD policies, and provides leadership in managing office and departmental functions.

II. Essential Duties and Responsibilities

Financial Management

• Provide financial management support in Workday, including reconciliation of accounts, entry of charges, reallocations, vendor payments, purchase requisitions, and IUTs.
• Process travel arrangements, reimbursements, and additional pay contracts for faculty and staff.
• Monitor ProCard expenses and maintain accurate financial records and reports.
• Assist in financial planning for departmental events and student engagement activities.

Faculty & Staff Support

• Provide administrative support to the department chair, assistant chair, and faculty, including scheduling meetings, processing faculty workplans and annual reviews, and managing department calendars.
• Support 30+ faculty and adjunct instructors with academic and administrative matters (e.g., course setup, textbook orders, system access).
• Assist in the hiring of part-time lecturers and processing of their contracts in Workday.
• Coordinate the execution of part-time lecturer (PTL) contracts each semester, including but not limited to obtaining necessary signatures, monitoring course enrollments, and making necessary adjustments in collaboration with department chairs and/or program directors.
• Maintain open lines of communication with faculty, staff, students, and campus partners within and outside CEHD as needed to ensure effective operations and timely resolution of issues.
• Update department leadership teams regularly on departmental matters, proposing recommendations for process, policy, or practice improvements.
• Prepare correspondence, maintain departmental files and databases, and ensure compliance with CEHD and Graduate School guidelines.

Student & Academic Support

• Coordinate and organize practicum/internship paperwork, MOAs with local agencies, and distribution of annual review letters.
• Support faculty and program directors in preparing and processing comprehensive exams.
• Process course enrollments, overrides, waitlists, independent study registrations, and grade changes.
• Provide guidance to students regarding academic policies and enrollment processes.

Event Planning & Student Engagement

• Plan and support departmental and program events including orientations, information sessions, academic/career development activities, and graduation celebrations.
• Assist faculty with organization of student-facing events (e.g., research colloquia, program milestones).
• Partner with the chair and program directors to coordinate student recruitment, retention, and enrollment initiatives.

Office & Administrative Management

• Manage daily administrative functions such as mail, email, service accounts, supply orders, facilities requests, and equipment.
• Maintain office flow and serve as the first point of contact for students, faculty, and visitors.
• Maintain departmental compliance with CEHD and Graduate School policies.
• Track, check in/out, and manage testing materials and resources used in HSS.
• Respond to program- and course-related problems for students and faculty, ensuring timely updates until resolution.
• Take minutes at departmental and program director meetings, track action items, and provide timely follow-up.

Supervision

• Recruit, hire, train, and supervise 3–5 Federal Work-Study students; oversee scheduling, distribution of projects, workspaces, and performance monitoring.

Other Duties

• Collaborate with the HSS department chair on program, financial, and event planning.
• Perform other related duties as assigned to support the success of HSS and CEHD operations.

III. Minimum Requirements

Associate's degree and two or more years of related work experience, or an equivalent combination of education and work experience. Grade 3 (Hourly)

IV. Preferred Qualifications

• Bachelor’s degree.
• Two to three years of experience in higher education or office coordination.
• Proficiency with Workday, OnBase, PeopleSoft, Microsoft Office, and Google Suite.
• Excellent oral, written, and interpersonal communication skills.

V.  Competencies

• Project Management - organized, task oriented, ability to delegate and follow up.
• Proactive - anticipates and plans for problems before they arise.
• Analytical- evaluating data and other information with the ability to choose the best solution and make recommendations.
• Flexible – ability to change directions as needed for the good of the department or organization.
• Service Excellence – responsive, informs constituents of process, pleasant to work with, educates and provides timely, accurate information.
• Organized – manages time effectively, keeps tasks appropriately prioritized.
• Critical Thinking – ability to think through issues and identify appropriate options.
• Work Ethic – motivated, diligent, industrious and persistent in the workplace, stays on tasks to completion, works at a fast pace to ensure optimal efficiency.
• Interpersonal – can build effective, strong working relationships with employees, colleagues, management and vendors through trust, communication, and credibility.
• Teamwork – ability to work with others, serve others, help others, lead others, mentor others, take directions from others in the interest of moving process and programs forward to the desired outcome.

VI. Physical Requirements

Requires working in a typical office environment with sitting and regular use of a computer, the ability to see, hear and use office equipment and occasional standing, stooping and lifting up to 20 lbs. May require occasional travel between University buildings to meet with others.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. It is not intended to be an exhaustive list of all duties and responsibilities required of individuals in this job. Other duties may be assigned as determined by management. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities of this job.

Target Compensation Maximum:

$28.55

Target Compensation Minimum:

$19.03

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.