Department Coordinator II

Department: Honors Program

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Position Description:

The Department Coordinator II provides administrative and operational support for the University Honors Program. Reporting to the Executive Director, this position manages office operations, maintains departmental records and communications, coordinates events and scheduling activities, supports financial and academic processes, and serves as a primary point of contact for students, faculty, staff, alumni, and visitors.

Key Responsibilities:

Office Manager

• Oversee daily operations of the department, including serving as the primary front desk staff.

• Assist the Executive Director, faculty, and staff in daily operations.

• Maintain departmental records and archives, including course syllabi, student records, meeting minutes, and financial records.

• Hire, train, and supervise student assistants.

• Oversee office supply ordering, including catering and local supply pick-up responsibilities, and maintain an organized office environment.

• Create and distribute the departmental newsletter and maintain the department website and social media accounts.

• Manage the Honors Service Account (email).

• Coordinate with Physical Plant, ITS, and other university departments and offices.

• Serve as secretary for department meetings.

• Manage and coordinate administrative projects and special assignments.

Financial Support

• Assist faculty with purchasing memberships, registrations, books, computers, and other supplies.

• Track travel and research expenses for faculty and staff.

• Provide support for departmental ProCards, including receipt submission, statement review, and activity reconciliation.

• Assist with travel arrangements for Honors faculty, staff, and students.

Department Leadership Support

• Provide administrative support to the Executive Director.

• Assist the Executive Director in creating, submitting, and revising the course schedule.

• Prepare meeting materials, maintain records, and support departmental communications.

Academic Support

• Maintain student records and departmental academic documentation.

• Field course registration requests from students and direct inquiries to appropriate Honors staff.

• Maintain course syllabi and related academic records.

• Provide basic support for classroom technology.

Scheduling & Events

• Schedule and oversee use of Honors classrooms and meeting spaces.

• Coordinate program events, including setup, logistics, and transportation of materials and supplies.

• Maintain program event and space-use calendars.

• Support recruitment, alumni affairs, and other program activities.

Student Support

• Serve as a primary point of contact for students and visitors.

• Respond to general student inquiries regarding Honors courses, programs, and services and refer students to appropriate Honors staff and resources as needed.

• Refer students to appropriate Honors staff and resources as needed.

• Support student recruitment and engagement activities.

Qualifications and Preferred Experience

The successful candidate will demonstrate strong written and verbal communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Well-developed organizational and time management skills are essential, along with proficiency in standard office software applications, website management tools, and social media platforms.

A bachelor's degree is preferred. Preference will be given to candidates with office management or administrative support experience in an academic environment, including experience with records and data management, event coordination, public-facing customer service, communications, and digital outreach. The ideal candidate will be collaborative, adaptable, and committed to providing excellent service to students, faculty, staff, alumni, and campus partners.

Target Compensation Maximum:

Target Compensation Minimum:

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 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at View email address on us.fitly.work or by phone View phone number on us.fitly.work.