Department Coordinator III - Health Science Center; HSC

Department Coordinator III

The University of Louisville is seeking to hire a Department Coordinator III. This position provides administrative support to multiple unit-based Health Sciences Center (HSC) fundraisers, operational support for the Assistant Vice President of Philanthropy, HSC, and assists in Health Sciences Center office operations as needed. This position requires excellent interpersonal and organizational skills, as well as the ability to manage multiple project deadlines.

50% Administrative

• Administrative support for the Assistant Vice President of Philanthropy, HSC and select philanthropy officers on the HSC campus.
• Handle incoming donor requests via mail or phone, including those who do not have an assigned philanthropy officer. Serve as a point of contact for follow-up.
• Print documents, invitations, flyers, and event materials upon request from fundraisers in coordination with the events team.
• Handle annual reunion events and material preparation as needed for select units in coordination with the events team.
• Make reservations for large business meals as needed, including ordering catering for on-campus lunch meetings and events, and sourcing venues when required, as requested by unit-based HSC fundraisers.
• Assist with preparing materials for HSC philanthropy officer meetings, including PowerPoint presentations and other visual aids, preparing handouts, ensuring proper technology and room availability, and on-site support as needed.
• Place orders for supplies and printing needs with Canon for unit-based HSC fundraisers, including business cards and stationery. Coordinate with Donor Relations & Event staff to place orders for invitations or thank you cards as needed.
• Serve as a point of contact for fundraisers to route requests to the appropriate area, including donor relations, report requests, and IT issues.
• Assist with pre-event data entry and registration, post-event coding, and other data entry as needed.
• Assist with other administrative tasks as needed to help provide additional support for PAE.

40% HSC Operations

• Attend meetings as needed with the Assistant Vice President of Philanthropy, HSC to take notes and help coordinate follow-up from those meetings.
• Assist with other short and long-term projects and special assignments as assigned by the Assistant Vice President of Philanthropy, HSC.
• Help with projects for campaign materials and campaign readiness for HSC.
• Work to set up processes for better collaboration between internal teams and HSC fundraisers.
• Assist in running and formatting metric reports from the CRM database.
• Set priorities by using time management to meet deadlines for multiple projects.
• Serve as the liaison to HSC fundraisers on significant items from central PAE meetings.
• Other operations projects and duties as necessary.

10% HSC Operations (as necessary)

• Greet guests upon arrival at the HSC office, when applicable. Notify appropriate staff of guest arrival.
• Maintain the check intake process for HSC fundraisers to serve as the point person for logging in and completing necessary gift logs and delivering checks to the Foundation daily.
• Maintain calendars to coordinate and schedule the conference rooms and training rooms for HSC fundraisers.
• Serve as the lead contact for Canon copiers by ordering supplies and requesting service.
• Oversee requests for card-swipe access to HSC facilities for HSC fundraisers, including security, and maintain measures such as reporting issues.
• Serve as back-up administrative support to the Sr. Assoc. VP when needed.

Preferred Qualifications Experience supporting multiple individuals at once.

Competencies

• Outstanding interpersonal skills
• High degree of proficiency with Microsoft Office Suite
• Ability to handle sensitive information with confidentiality and discretion
• Excellent oral and written communication skills
• Excellent organizational skills
• Ability to multitask when necessary

* Please include a cover letter along with your resume