Department Coordinator III - Health Science Center (HSC)
About the role
The University of Louisville is seeking to hire a Department Coordinator III. This position provides administrative support to multiple unit-based Health Sciences Center (HSC) fundraisers, operational support for the Assistant Vice President of Philanthropy, HSC, and assists in Health Sciences Center office operations as needed.
Responsibilities
Handle incoming donor requests via mail or phone, including those who do not have an assigned philanthropy officer. Serve as a point of contact for follow-up.
Print documents, invitations, flyers, and event materials upon request from fundraisers in coordination with the events team.
Make reservations for large business meals as needed, including ordering catering for on-campus lunch meetings and events, and sourcing venues when required, as requested by unit-based HSC fundraisers.
Aid in preparing materials for HSC philanthropy officer meetings, including PowerPoint presentations and other visual aids, preparing handouts, ensuring proper technology and room availability, and on-site support as needed.
Place orders for supplies and printing needs with Canon for unit-based HSC fundraisers, including business cards and stationery.
Serve as a point of contact for fundraisers to route requests to the appropriate area, including donor relations, report requests, and IT issues.
Aid in pre-event data entry and registration, post-event coding, and other data entry as needed.
Assist with other administrative tasks as needed to help provide additional support for PAE.
Attend meetings as needed with the Assistant Vice President of Philanthropy, HSC to take notes and help coordinate follow-up from those meetings.
Aid in other short and long-term projects and special assignments as assigned by the Assistant Vice President of Philanthropy, HSC.
Help with projects for campaign materials and campaign readiness for HSC.
Work to set up processes for better collaboration between internal teams and HSC fundraisers.
Aid in running and formatting metric reports from the CRM database.
Set priorities by using time management to meet deadlines for multiple projects.
Serve as the liaison to HSC fundraisers on significant items from central PAE meetings.
Oversee requests for card-swipe access to HSC facilities for HSC fundraisers, including security, and maintain measures such as reporting issues.
Serve as back-up administrative support to the Sr. Assoc. VP when needed.
Qualifications
A High School Diploma/GED and a minimum of four (4) years of relevant experience or an equivalent combination of education and experience.
Preferred Qualifications
Experience supporting multiple individuals at once.
Competencies: Outstanding interpersonal skills, high degree of proficiency with Microsoft Office Suite, ability to handle sensitive information with confidentiality and discretion, excellent oral and written communication skills, excellent organizational skills, ability to multitask when necessary.