Department Coordinator III - PAE Operations - R105133

University of Louisville - Louisville, KY

Full-time

Louisville, KY

Educational Services

About the position

The Department Coordinator III position at the University of Louisville serves as a vital administrative associate for the Assistant Vice President of Philanthropy & Alumni Engagement Operations (PAE). This role is integral to providing comprehensive administrative support to the operations team, which encompasses various units including Business Unit Operations, Prospect Development, IT, and Biographical Records. The coordinator will be responsible for a range of tasks that ensure the smooth functioning of the department and support the overall mission of philanthropy and alumni engagement. Key responsibilities include greeting guests upon their arrival at the Fairfax office and notifying the appropriate staff of their presence. The coordinator will provide administrative support to the AVP by executing tasks and projects, managing internal and external correspondence through mail and telephone, and setting priorities to meet deadlines for multiple projects. Additionally, the role involves assisting with the administration of charitable gift agreement processing, gathering receipts, tracking mileage for expense reports, and managing Procard processing for the operations unit. The coordinator will also maintain the check intake process, serve as the point person for logging and completing necessary gift logs, and deliver checks to the Foundation as needed. Coordination of the leadership briefing process in conjunction with prospect research and the Vice President's executive assistant is also a key responsibility. The position requires maintaining calendars for scheduling the conference room at Fairfax, managing supply inventory, and serving as the lead contact for Canon copiers in the office. Specialized duties may include report generation or data entry tasks tailored for each unit contact. This position is designed for individuals who can effectively support multiple team members and manage various administrative tasks while maintaining a high degree of organization and communication skills. The University of Louisville encourages candidates who can create inclusive work environments and work effectively on diverse teams to apply.

Responsibilities

• Greet guests upon arrival to Fairfax office and notify appropriate staff of guest arrival.
• Provide administrative support for the AVP, including executing tasks and projects, and handling internal and external correspondence via mail and telephone.
• Set priorities using time management to meet deadlines for multiple projects.
• Assist with administering charitable gift agreement processing.
• Gather receipts and track mileage for expense reports, ensuring timely submission for reconciliation.
• Manage Procard processing for the Operations unit, maintaining logs and securing purchase approvals.
• Assist in additional reconciliation tasks as designated by the Business Unit Administration team.
• Maintain check intake process, logging in and completing necessary gift logs, and delivering checks to the Foundation as needed.
• Coordinate leadership briefing process in conjunction with prospect research and the Vice President's executive assistant.
• Maintain new hire workflow tasks and coordinate new hire onboarding schedule with the Talent Engagement team.
• Maintain calendars to coordinate and schedule the conference room at Fairfax.
• Maintain supply inventory for Fairfax.
• Serve as the lead contact for Canon copiers in Fairfax, ordering supplies and requesting service.
• Perform specialized duties and assignments tailored for each unit contact, including report generation or data entry tasks.

Requirements

• High School Diploma/GED with four (4) years of related experience or an equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite.
• Experience with relational databases or CRM databases.
• Experience with project management software such as Monday.com.
• Experience with document management software such as OnBase.
• Strong organizational skills and time management abilities.
• Effective interpersonal, verbal, and written communication skills.

Nice-to-haves

• Associate degree and 2 years of related experience.
• Experience supporting multiple individuals at once.
• High degree of proficiency with Microsoft Office Suite.

Benefits

• Exceptional benefits package offered by the University of Louisville.