Department Coordinator IV

Department:

Location:

Health Sciences Center Time Type:

Full time Worker Type:

Regular Job Req :

R109484

Minimum Requirements:

Bachelor's degree in a related field or an equivalent combination of education and experience. Grade 4 (Hourly)
Position

Description:

The Department Coordinator IV provides executive, administrative, and operational support for the Department of Pathology & Laboratory Medicine. This position serves as a key executive support resource to the Department Chair and departmental leadership, coordinating high-level priorities, confidential communications, leadership meetings, strategic initiatives, and cross-functional departmental activities.

The role requires substantial independent judgment, discretion, professionalism, and the ability to anticipate needs, manage competing priorities, and coordinate complex administrative and operational workflows. The Department Coordinator IV serves as a primary liaison between departmental leadership, faculty, trainees, staff, institutional partners, clinical partners, and external contacts to facilitate timely communication, effective decision support, and successful execution of departmental priorities.

This position supports executive-level planning, preparation, coordination, follow-up, and documentation for departmental leadership activities, including strategic initiatives, academic operations, clinical service support, institutional reporting, special projects, and sensitive personnel-related matters. The position is expected to operate with a high degree of initiative, confidentiality, and accountability in support of departmental goals.

Essential Duties and Responsibilities Executive Leadership Support Provide high-level executive administrative support to the Department Chair and designated departmental leaders.

Manage the Department Chair's complex calendar, scheduling priorities, executive commitments, and competing internal and external requests.

Serve as a gatekeeper and liaison for the Chair's office, independently assessing, prioritizing, and routing requests, communications, and time-sensitive matters.

Coordinate meetings involving departmental leadership, faculty, institutional executives, clinical partners, external stakeholders, and visiting guests.

Prepare agendas, briefing materials, background documents, summaries, talking points, correspondence, and follow-up items for leadership meetings and decision-making.

Track leadership priorities, commitments, deadlines, and action items to ensure timely follow-through and appropriate escalation.

Maintain strict confidentiality in support of sensitive faculty, staff, trainee, operational, financial, compliance, and personnel-related matters.

Exercise independent judgment in identifying issues requiring leadership attention and coordinating appropriate next steps.

Executive Communications and Correspondence Draft, edit, format, and coordinate executive-level correspondence, reports, memoranda, presentations, institutional communications, and official departmental documents.

Prepare concise summaries, background materials, data requests, and briefing documents to support leadership decisions and external communications.

Coordinate communications on behalf of the Chair and departmental leadership with professionalism, accuracy, discretion, and appropriate tone.

Support preparation of materials for institutional leadership meetings, faculty communications, departmental updates, accreditation-related activities, and strategic planning efforts.

Ensure written materials and communications reflect departmental priorities, institutional standards, and appropriate confidentiality.

Strategic Planning and Special Project Coordination Provide administrative and project coordination support for…