Department Coordinator II

Health Sciences Center

Full time

Regular

R109501

High School Diploma/GED and a minimum of two (2) years of relevant experience or an equivalent combination of education and experience. Grade 2 (Hourly)

The primary responsibility of the Department Coordinator II is to provide high-level, comprehensive administrative support the Division of Neonatal Medicine. This individual will schedule meetings, update licensures, arrange travel requests, registrations, process financial and other administrative tasks as needed by program faculty and staff. The Department Coordinator II is expected to be extremely organized and able to change focus of tasks/work as needed.

This position may also assist Division of Neonatology with research studies, data collection, and formatting of statistical reports for the Division Chiefs, Administration, and/or granting agencies.

• Identify key issues and act as a liaison with the department to resolve problems.
• Oversee comprehensive administrative duties for the Division, maintain academic schedules, and provide general administrative support.
• Work closely with the Division Chief and Departmental Faculty Affairs Coordinator with yearly work assignments and annual reviews.
• Oversee travel arrangements for faculty in coordination with NCMG Practice Manager.
• Manage travel, interviews, and presentations for faculty candidates.
• Prepare reports and materials for unit meetings.
• Assist with Annual Space Survey.
• Coordinate NRP training sessions.
• Facilitate communication between medical students and attendings regarding students acting intern (AI) rotations in the NCH/ULH NICUs.

• Submit purchase requests and make procurement card purchases.
• Process travel vouchers, and reimbursements for faculty and fellows.

• Oversee the recruitment, onboarding, and hiring of all new faculty and maintain necessary employee records, including updating folios/CVs.
• Keep faculty informed of Dept. of Pediatrics and UofL policies and procedures about HR issues.

• Collaborate and work directly with the Supervisor, Medical Residency Program to provide support to the fellowship program.
• Manage appointments and meetings with candidates and existing fellows.
• Coordinate and assist with the recruitment process, interviews and onboarding of fellows as necessary.
• Maintain program and fellow records in direct support of the Supervisor, Medical Residency Program.
• In partnership with fellowship leaders coordinate program activities such as conferences and meetings.

• Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. Demonstrated proficiency in Microsoft Outlook, Excel, Word, People Soft, and Microsoft Teams/Zoom.
• Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Demonstrates a strong commitment to customer service excellence, including assessing customer needs, meeting quality standards, and ensuring customer satisfaction.
• Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Communications and Media — Knowledge of media production, communication, and dissemination…