Description

Department:
Educational Leadership, Evaluation and Org Development
Location:
Belknap Campus
Time Type:
Full time
Worker Type:
Regular
Job Req ID:
R107789
Minimum Requirements:
Associate's degree and two or more years of related work experience, or an equivalent combination of education and work experience. Experience may be used on a one-to-one basis to offset the educational requirements. Grade 3 (Hourly).
Position Description:

The Department Coordinator III provides comprehensive administrative and operational support across the (1) Department of Educational Leadership, Evaluation & Organizational Development (LEAD) and the (2) Department of Counseling & Human Development (ECPY) within the College of Education & Human Development (CEHD). This position supports department chairs, 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. Eligible for a $250 sign-on bonus, plus an additional $250 after 6 months of employment.

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 department chairs, assistant chairs, 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

• Manage application processes for doctoral and master's-level programs in ECPY, including downloading and tracking applications, communicating with applicants, coordinating interviews, and reporting decisions to SIGS.
• Maintain student records of academic progression.
• 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.
• Monitor degree audits in collaboration with faculty advisors, program directors, and Graduate Student Success.
• 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 chairs 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 ECPY.
• 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 LEAD & ECPY department chairs on program, financial, and event planning.
• Perform other related duties as assigned to support the success of LEAD, ECPY, and CEHD operations.

Preferred Qualifications

• 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.

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.

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.