Department Coordinator IV

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Position Description:

The Defense Innovation OnRamp Hub Department Coordinator plays an important role in supporting Kentucky’s Defense Innovation OnRamp Hub at the University of Louisville. This position performs full-time administrative duties in support of a major research center or university department, namely the Defense Innovation OnRamp Hub, Kentucky (DIU). Tasks related to administrative support of the team include providing essential organizational and clerical support, managing calendars, scheduling meetings, handling communications (phones, emails, mail), ordering supplies, and preparing documents like reports and presentations to ensure smooth office operations. This position is responsible for front desk, event management and data collection regarding space utilization, event attendance and social media performance. This is an in-person role.

Essential Duties and Responsibilities

• Organizing and facilitating meetings and communication between participants, including DIU, UofL, industry and OnRamp Hub personnel. Maintains, updates, and shares detailed meeting records and documents.

• Order equipment and supplies for the team.

• Procard reconciliations.

• Scheduling and hosting internal and external outreach events such as workshops and site visits.

• Book and manage travel arrangements for the team and visiting dignitaries. Assists OnRamp Hub personnel with data management, reporting, and proposal writing activities.

• Interfaces with DIU and university personnel to carry out duties as necessary.

Preferred Qualifications

• Three years prior experience in environments that perform similar duties related to research administration.

• Excellent oral, written and interpersonal communication skills.

• Proficient in MS Outlook, Word, Excel, and Powerpoint.

• Working knowledge of communication and team management software such as MS Teams, SharePoint and Salesforce. A B.S. degree.

This position is funded through a grant until 08/15/2027 and subject to the availability of funds.

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Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. 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. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. 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.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. 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 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 [email protected] or by phone 502-852-6258.