Department:

Pediatric Administration

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R103354

Minimum Requirements:

HS or GED and two years of related experience, or an equivalent combination of education and experience. Grade 1.

Position Description:

Provide high-level administrative support for the Department of Pediatrics chair office. Handle information requests, perform clerical functions such as receiving visitors, scheduling conference rooms, and scheduling meetings.  Responsible for answering the main phone line for the department.  Provide support to the senior manager of office operations/chair assistant in managing the the affairs of the chair.   Assist faculty affairs with creating itineraries for faculty candidates. Provide administrative support to the division of Physical Medicine and Rehabilitation (PM&R). Provide back-up for the facilities coordinator and division administrative staff as needed.

Essential Duties and Responsibilities

• Greet visitors and meeting participants, answer and screen calls, admit visitors to building. Schedule conference rooms. 
• Provide back-up coverage for the facilities coordinator by sorting departmental mail, receiving packages, making service calls as needed.
• Assist with scheduling, provide back-up coverage, and other duties as needed for the senior manager of office operations/chair assistant.
• Assist faculty affairs staff by facilitating faculty candidate itineraries for virtual and site visits and other duties as needed.
• Provide administrative support as needed for the department vice chairs, and the chair office senior staff. 
• Provide admirative support for the faculty of the Physical Medicine and Rehabilitation (PM&R) division.
• Provide back-up coverage for divisional administrative staff as needed.
• Process travel reimbursements for chair, vice chairs, divisional faculty and staff as needed.
• Other administrative and support duties as assigned for the operational needs of the Department of Pediatrics and all respective divisions.

Preferred Qualifications

• Strong commitment to customer service excellence.
• Excellent interpersonal, written, and oral communication skills
• Proficiency in Microsoft Word, PowerPoint, Outlook, Microsoft Teams/Zoom and Adobe

Competencies

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.

Clerical – Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.

Active Learning – Understanding the implications of new information for both current and future problem-solving and decision-making.

Communicating with Persons Outside Organization — Communicating with people outside the

organization, representing the organization to customers, the public, and other external

sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at employment@louisville.edu or 502.852.6258.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email at employment@louisville.edu or by phone 502-852-6258.