Department Coordinator IV

Department:

Location:

Health Sciences Center Time Type:

Full time Worker Type:

Regular Job Req ID:

R109484 Minimum Requirements:

Bachelor's degree in a related field or an equivalent combination of education and experience. Grade 4 (Hourly) Position Description:

The Department Coordinator IV provides executive, administrative, and operational support for the Department of Pathology & Laboratory Medicine. This position serves as a key executive support resource to the Department Chair and departmental leadership, coordinating high-level priorities, confidential communications, leadership meetings, strategic initiatives, and cross-functional departmental activities.

The role requires substantial independent judgment, discretion, professionalism, and the ability to anticipate needs, manage competing priorities, and coordinate complex administrative and operational workflows. The Department Coordinator IV serves as a primary liaison between departmental leadership, faculty, trainees, staff, institutional partners, clinical partners, and external contacts to facilitate timely communication, effective decision support, and successful execution of departmental priorities.

This position supports executive-level planning, preparation, coordination, follow-up, and documentation for departmental leadership activities, including strategic initiatives, academic operations, clinical service support, institutional reporting, special projects, and sensitive personnel-related matters. The position is expected to operate with a high degree of initiative, confidentiality, and accountability in support of departmental goals.

Essential Duties and Responsibilities

Executive Leadership Support

• •Provide high-level executive administrative support to the Department Chair and designated departmental leaders.
• •Manage the Department Chair's complex calendar, scheduling priorities, executive commitments, and competing internal and external requests.
• •Serve as a gatekeeper and liaison for the Chair's office, independently assessing, prioritizing, and routing requests, communications, and time-sensitive matters.
• •Coordinate meetings involving departmental leadership, faculty, institutional executives, clinical partners, external stakeholders, and visiting guests.
• •Prepare agendas, briefing materials, background documents, summaries, talking points, correspondence, and follow-up items for leadership meetings and decision-making.
• •Track leadership priorities, commitments, deadlines, and action items to ensure timely follow-through and appropriate escalation.
• •Maintain strict confidentiality in support of sensitive faculty, staff, trainee, operational, financial, compliance, and personnel-related matters.
• •Exercise independent judgment in identifying issues requiring leadership attention and coordinating appropriate next steps.

Executive Communications and Correspondence

• •Draft, edit, format, and coordinate executive-level correspondence, reports, memoranda, presentations, institutional communications, and official departmental documents.
• •Prepare concise summaries, background materials, data requests, and briefing documents to support leadership decisions and external communications.
• •Coordinate communications on behalf of the Chair and departmental leadership with professionalism, accuracy, discretion, and appropriate tone.
• •Support preparation of materials for institutional leadership meetings, faculty communications, departmental updates, accreditation-related activities, and strategic planning efforts.
• •Ensure written materials and communications reflect departmental priorities, institutional standards, and appropriate confidentiality.

Strategic Planning and Special Project Coordination

• •Provide administrative and project coordination support for departmental strategic planning, retreats, leadership initiatives, operational improvement efforts, and special projects.
• •Coordinate project timelines, deliverables, meeting materials, stakeholder input, and follow-up documentation for departmental initiatives.
• •Monitor progress on assigned leadership priorities and provide regular updates to the Chair and departmental leaders.
• •Assist in gathering, organizing, and analyzing information needed for executive decision-making, reporting, planning, and implementation.
• •Support development and maintenance of departmental dashboards, tracking tools, reports, and project documentation as assigned.
• •Coordinate initiatives that involve multiple operational areas, including academic programs, clinical services, education, research, and administration.

Faculty and Academic Affairs Support

• •Coordinate administrative activities supporting faculty academic, clinical, research, educational, and professional responsibilities.
• •Draft, edit, and coordinate faculty correspondence, letters, reports, presentations, manuscripts, scholarly materials, and academic submissions.
• •Maintain and update faculty curriculum vitae, biosketches, academic records, scholarly activity documentation, and institutional reporting system entries, including Elements.
• •Track departmental publications, academic productivity, faculty accomplishments, and professional activities for reporting and recognition.
• •Provide administrative coordination for education programs, including medical student, residency, fellowship, and faculty development activities.

Clinical and Operational Leadership Support

Support departmental clinical operations through coordination of schedules, coverage planning, workflow documentation, policy updates, and communication with clinical partners.

Facilitate communication between faculty, laboratory leadership, administrative staff, and institutional partners to support clinical service priorities.

Support development, implementation, and maintenance of departmental policies, procedures, operational workflows, and standard administrative processes.

Assist with tracking operational issues, follow-up items, and process improvement opportunities requiring departmental leadership attention.

Coordinate documentation and communication related to compliance, institutional requirements, and department-level operational initiatives.

Meeting, Committee, and Event Coordination

• •Coordinate high-level departmental, committee, faculty, leadership, and program meetings, including scheduling, agenda development, materials preparation, logistics, documentation, and follow-up.
• •Prepare, record, and distribute meeting minutes, summaries, action items, and decision logs.
• •Maintain tracking systems for meeting outcomes, assigned action items, deadlines, and leadership follow-up.
• •Coordinate departmental retreats, faculty meetings, recruitment visits, conferences, educational events, guest visits, and special programs.
• •Manage event logistics, communications, speaker coordination, facility needs, audiovisual arrangements, catering, travel coordination, and post-event follow-up as needed.

Department Operations and Administrative Management

• •Serve as an administrative resource for departmental operations, executive workflow management, and cross-functional coordination.
• •Coordinate internal departmental communications, shared calendars, administrative resources, and leadership tracking tools.
• •Identify opportunities to improve administrative processes, communication flow, documentation, and operational efficiency.
• •Support administrative alignment across departmental missions, including clinical care, education, research, faculty affairs, and service.
• •Provide guidance and coordination to support staff or student workers as assigned.
• •Perform other executive, administrative, and operational duties as assigned in support of departmental priorities.

General Administrative Responsibilities

• •Provide professional, responsive, and solution-oriented service to faculty, staff, trainees, institutional partners, external stakeholders, and visitors.
• •Maintain depar