Head of Administration Department

Health Sciences Center

Full time

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.

Administrative Responsibilities

Oversee comprehensive administrative duties for the Division, maintain academic schedules, and provide general administrative support.

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.

Financial Responsibilities

Process travel vouchers, and reimbursements for faculty and fellows.

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.

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, PeopleSoft, 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.

This includes alternative ways to inform and entertain via written, oral, interpersonal communication and visual media effectively.

Please note that any selected candidate’s hire date may be effective no earlier than January 5, 2027.

Target Compensation Maximum:
$Target Compensation Minimum:
$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. 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.

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 click.appcast.io or by phone View phone number on click.appcast.io.

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