Department Coordinator IV ( Work Control Coordinator)

Department:

Location:

Belknap Campus

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R108627

Minimum Requirements:

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

Position Description:

The University of Louisville is hiring a Department Coordinator IV. The Department Coordinator is responsible for facilitating timely and accurate handling of facility service requests for university-owned, Foundation-owned, and Master-Leased housing properties. This position serves as a liaison between internal maintenance teams and external maintenance partners to ensure facility maintenance issues are resolved efficiently, duplicate work is avoided, and service delivery meets institutional standards. The Department Coordinator also supports initiatives for operations related to process improvement, service recovery, and the room-turn process.

Essential Duties and Responsibilities

• Manages the life cycle of maintenance and service requests using StarRez and Monday.com, ensuring high-priority issues are escalated and resolved within defined service-level agreements

• Tracks vendor-contracted services (e.g., pest control, custodial services, etc.) for quality and completion

• Collects, analyzes, and presents work order and service data to inform leadership decision-making

• Prepares monthly, quarterly, and annual reports that identify trends, risks, and opportunities for improvement and efficiency

• Provides feedback for process updates and workflow improvements to better streamline service request handling, reduce turnaround times, and enhance student-resident satisfaction

• Assists with the planning and coordination of large-scale winter, summer, and fall room-turn processes, including staff scheduling, resource allocation, vendor coordination, and risk mitigation strategies

• Serves as a liaison between the department, Physical Plant, and external contractors, facilitating problem-solving, that aligns with institutional priorities and attends weekly facilities and quality assurance meetings

• Oversees POS Feedback Survey results, initiates service recovery plans, and proactively develops communication strategies to sustain a culture of service excellence

• Mentor student employees and facilities assistants and implement training for departmental work order processes, safety standards, and quality assurance expectations

• Receives invoices and initiates review channeling to prevent incorrect and duplicate charges, safeguard against redundant costs resulting from go-back orders, and assist to maintain contractor accountability

• Verifies that maintenance and repair work comply with university safety regulations, OSHA standards, and contractual obligations and escalate risks to senior leadership

• Administers building access, key management, and credential systems, including maintaining the Salient access database, managing KeyCafe key cabinets, coordinating key issuance/retrieval and lock/core changes, and ensuring accurate access provisioning for residents, staff, and vendors

• Coordinates operational support for residential security systems, including surveillance cameras and access infrastructure by tracking issues, facilitating maintenance and repairs with campus partners and assisting with authorized requests such as footage retrieval and incident response

Preferred Qualifications

• One or more years of customer service experience
• Proficiency using Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint)
• Experience using Monday.com and StarRez software

Work Hours and Location

This is a full-time, non-exempt position with a 37.5-hour regular workweek. Additional work hours may be required based on department needs, programming, staffing, and/or scheduling. The primary work location for this position is at the Belknap Campus.

Employee Benefits

The University of Louisville offers competitive benefits and perks to eligible full-time and part-time employees. Please visit the University of Louisville Benefits webpage for details.

Student Affairs

The Division of Student Affairs encourages candidates to apply who have demonstrated the capacity to create supportive work environments, collaborate effectively on teams, and serve the students we admit and aim to attract.

Please submit a resume, cover letter, and three professional references with your application.

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 employment@louisville.edu or by phone 502-852-6258.