Administrative Operations Coordinator

Administrative Operations Coordinator

Job Title - Administrative Operations Coordinator

Department Name - CoM Shared Services

Work Location - Lexington, KY

Grade Level - 43

Salary Range - $40,685-65,083/year

Type of Position - Staff

Position Time Status - Full-Time

Required Education - BS

Required Related Experience - 2 yrs

Required License/Registration/Certification - None

Physical Requirements - This position will require the ability to utilize a computer, keyboard, and mouse for extended periods of time. Will also require ability to travel to various locations across campus as required for on-site meetings.

Shift - This position will work 40 hours per week scheduled Monday thru Friday from 8:00 a.m. to 5:00 p.m.

Job Summary - The University of Kentucky College of Medicine is seeking a highly organized, resourceful, and customer-focused professional to join our team in a fully remote position supporting workforce, recruitment, onboarding, immigration sponsorship, and related employment processes. This role serves as a key partner to departments, employees, candidates, and university offices by coordinating complex, deadline-driven administrative processes throughout the employment lifecycle. The successful candidate will help ensure the timely completion of hiring, onboarding, immigration, and personnel-related activities while maintaining a strong focus on accuracy, compliance, customer service, and operational excellence. Responsibilities include coordinating administrative processes, monitoring documentation and critical deadlines, maintaining records and tracking systems, communicating with internal and external stakeholders, supporting recruitment and employment activities, maintaining SharePoint resources and process documentation, and utilizing a variety of web-based systems and technologies. This position offers a unique opportunity to support recruitment, workforce administration, immigration sponsorship, and operational processes that are essential to attracting, onboarding, and retaining talented individuals across the College of Medicine.

The ideal candidate is highly organized, adaptable, and resourceful, with exceptional communication skills, a collaborative mindset, and the ability to manage multiple priorities independently in a remote work environment.

Why Join Our Team? Fully Remote Opportunity Enjoy the flexibility of a fully remote position while supporting departments, faculty, staff, scholars, and candidates across the College of Medicine. This role offers the opportunity to work independently while remaining closely connected to a collaborative and supportive team. Engaging and Varied Work Support a broad range of activities spanning recruitment, workforce administration, onboarding, immigration sponsorship, process improvement, systems administration, and stakeholder support. No two days are exactly alike, and you'll have opportunities to learn, collaborate, and contribute across several critical functions within the College of Medicine. Professional Growth and Development Gain experience across multiple functional areas including employment administration, recruitment, immigration sponsorship support, onboarding, systems administration, process improvement, and operational support. This position offers exposure to a wide variety of university processes and opportunities to develop expertise in several specialized areas. Support the College's Mission Your work directly supports the recruitment, hiring, onboarding, sponsorship, and retention of talented individuals who advance the College's educational, research, and clinical missions. The processes you coordinate help departments attract and support the people who make those missions possible.

Does This Sound Like You? You may be a great fit if you: Enjoy coordinating complex processes and keeping multiple priorities organized Thrive in a fast-paced environment with competing deadlines Take pride in accuracy, attention to detail, and high-quality work Are naturally resourceful and enjoy finding solutions to challenges Communicate professionally and confidently with a variety of stakeholders Enjoy helping others navigate complex administrative processes Excel at building collaborative working relationships Can work independently while remaining highly responsive and accountable Enjoy learning new systems, technologies, and business processes Are committed to providing exceptional service and support If you're looking for a fully remote opportunity where you can make a meaningful impact, collaborate with a talented team, and support critical workforce and administrative functions across an academic medical center, we encourage you to apply.

Skills / Knowledge / Abilities - What Will Make You Successful? Successful candidates will demonstrate: Exceptional organizational and time-management skills Strong written and verbal communication abilities Professional judgment and problem-solving skills Attention to detail and commitment to accuracy Ability to manage multiple deadlines simultaneously Strong customer service and relationship-building skills Technical aptitude and ability to learn new systems quickly Ability to work independently in a remote environment Adaptability, initiative, and resourcefulness Commitment to continuous improvement and process excellence

Does this position have supervisory responsibilities? - No

Preferred Education/Experience - Candidates may come from a variety of backgrounds. Relevant experience may include: Human Resources Recruitment or Talent Acquisition Higher Education Administration Immigration or International Services Support Workforce Administration Employee Services Project or Program Coordination Operations Administration Business Administration Administrative Services Process Improvement or Operational Support Experience coordinating complex administrative processes, managing sensitive information, utilizing web-based business systems, maintaining records, and working with diverse stakeholder groups is highly desirable.

Deadline to Apply - 10/18/2026

Our University Community - We value the well-being of each of our employees and are dedicated to creating a healthy place for everyone to work, learn and live. In the interest of maintaining a safe and healthy environment for our students, employees, patients and visitors, the University of Kentucky is a Tobacco & Drug Free campus. The University follows both the federal and state Constitutions as well as all applicable federal and state laws on nondiscrimination. The University provides equal opportunities for qualified persons in all aspects of institutional operations and does not discriminate on the basis of race, color, national origin, ethnic origin, religion, creed, age, physical or mental disability, veteran status, uniformed service, political belief, sex, sexual orientation, gender identity, gender expression, pregnancy, marital status, genetic information or social or economic status. Any candidate offered a position may be required to pass pre-employment screenings as mandated by University of Kentucky Human Resources. These screenings may include a national background check and/or drug screen.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * This position requires coordinating multiple deadlines, stakeholders, systems, and documentation requirements simultaneously while working in a fully remote environment. Please describe a situation where you successfully managed a complex process or project involving multiple parties. What was your role, what challenges did you encounter, and how did you ensure a successful outcome? (Open Ended Question)

Applicant Documents

Required Documents

1. Resume

Optional Documents

1. Cover Letter