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Position Description:

The Department Coordinator at the University of Louisville School of Nursing provides high-level administrative coordination and operational support for the Nurse Anesthesia (NA) Program, managing a broad and fast-moving portfolio that spans scheduling, recruitment, admissions logistics, student services, and event planning. This position requires exceptional organizational skills and the ability to multitask across competing priorities, frequently serving as the central point of coordination among the Program Director, Assistant Director, faculty, students, clinical partners, and community stakeholders. The Department Coordinator anticipates program needs, manages logistics for a high volume of recurring meetings and special events, supports recruitment and admissions efforts, and assists with monitoring student compliance and program requirements. Success in this role depends on sound judgment, discretion in handling confidential student and program information, and the ability to manage simultaneous deadlines with professionalism and accuracy. Salary will be based on education, experience, internal equity, etc.; however, we are targeting between $22/hour and $23/hour.

Essential Duties and Responsibilities

Tracking and Compliance

• Assist in monitoring clinical compliance for Nurse Anesthesia Residents (NAR), including initial and annual clinical compliance requirements, and manage compliance documentation in accordance with facility requirements, ensuring secure handling and submission.

• Assist in tracking NAR paid time off (PTO) and other unscheduled absences.

• Track NAR annual conference attendance requirements.

Meeting and Training Coordination

• Schedule and coordinate recurring meetings and one-off trainings for the program, including but not limited to:

  • Monthly budget meetings for the Program Director and Finance Director.

  • Weekly leadership meetings between the Program Director and Assistant Director.

  • Monthly faculty-staff meetings, including tracking discussion items, distributing agendas in advance, and completing follow-up tasks and action items.

  • NAR Forums held four times per semester.

  • Typhon training sessions for faculty and students

  • Anatomage table training sessions for faculty

  • Simulation equipment training and sales meetings

  • UofL Health meetings with NARs regarding contract offers

• Take meeting minutes and maintain accurate records for NA faculty meetings, committee meetings, NAR council leadership meetings, NAR forums, and other meetings as needed; disseminate minutes to appropriate individuals in a timely manner.

Office and Simulation Lab Operations

• Order and maintain supplies for the office, simulation lab, and other program needs.

• Assist simulation faculty in keeping the simulation space clean and organized, including sorting donated supplies, putting away equipment, and managing laundry.

• Order apparel for the NA program, including scrubs, OR jackets, scrub caps, program jackets, t-shirts, stickers, and related items.

• Coordinate catering for meetings, events, and volunteer activities.

• Coordinate class schedules and room assignments each semester.

• Manage room reservations in 25Live for meetings, events, classes, and other program activities.

Admissions Process and Recruitment

• Assist in planning the logistics of candidate interviews, including catering, printing materials, and volunteer sign-up.

• Order and maintain promotional and recruitment items, including pens, tumblers, mugs, lip balm, tablecloths, and postcards.

• Assist with basic social media content development and delivery, including management of the Nurse Anesthesia Facebook group and Instagram account.

• Assist with the development of recruitment content, including event flyers, brochures, and postcards.

• Draft and distribute email communications to prospective students, site coordinators, and community partners regarding upcoming recruitment events, information sessions, and application cycle dates.

• Submit cross-posts to UofL Today, the UofL Events Calendar, and School of Nursing social media pages regarding recruitment events.

• Assist with virtual information sessions.

• Assist in organizing and facilitating the annual in-person Open House for the Nurse Anesthesia Program, including the schedule of events, room reservations, logistics, catering, volunteer coordination, and marketing/communication.

• Develop a portfolio of NA program apparel and merchandise for students, site coordinators, and the community to purchase, increasing program visibility and supporting student experience fundraising.

Event Management

• Assist with planning and coordinating NA program-sponsored events, including room reservations, logistics, agendas, guest speakers, presentation materials, and catering, for events such as New Student Orientation, the NA Candidate Meet & Greet, the NA Two-Day Interview Process, the NA Holiday Party, and Open House.

• Assist with planning and coordinating School of Nursing events, including the APRN White Coat Ceremony, NA Senior Awards Banquet, and NA Graduation/Commencement Ceremony.

General Expectations

• Maintain a high level of communication and professionalism across multiple stakeholders, including faculty, students, clinical partners, and community contacts.

• Maintain student privacy in accordance with FERPA standards at all times.

• Demonstrate willingness and flexibility to attend and assist with approximately 5–8 annual events occurring outside the traditional work hours.

• Other duties as assigned.

Preferred Qualifications

• Experience supporting an academic or clinical program in a health sciences or nursing setting.

• Familiarity with clinical compliance tracking systems (e.g., Typhon) and learning/simulation technologies.

• Experience with social media management and basic recruitment or marketing content development.

• Experience coordinating large-scale events, including catering, logistics, and volunteer management.

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 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 [email protected] or by phone 502-852-6258.