Office Coordinator

About the role

Reporting to the Associate Vice President for Enrollment and Student Success, the primary role of this position is to provide comprehensive support to the Office of Enrollment & Student Success (OESS) team, with secondary support to the Office of Policy Analysis and Research (OPAR), and other offices within the Division of Academic and Student Affairs (DASA). This position will serve as a point of contact for internal and external stakeholders; will schedule, organize, and execute meetings and events; and will coordinate purchasing and track the OESS and OPAR departmental budgets (and assist with other DASA budgets as needed). This position will work collaboratively with offices at UW Administration, UW universities, external agencies and vendors in service to office and division priorities. The Office Coordinator must possess strong attention-to-detail, communication skills (written and verbal), be solution-oriented and have the ability to anticipate needs and act proactively.

The Office of Enrollment and Student Success provides support to the Vice President of Academic & Student Affairs, the President of the Universities of Wisconsin, and UW universities in the development of policies and practices that improve the recruitment, retention, and ultimate success for students in the Universities of Wisconsin. Of particular importance are efforts to maximize the educational benefits of diversity, maintain inclusive, equitable, and safe institutional environments, and engage institutional enrollment management and student affairs units as vital resources in fostering access and student success. The Office of Policy Analysis and Research (OPAR) informs Universities of Wisconsin planning, policy development, evaluation, and decision-making processes, and guides the Universities of Wisconsin’s strategic direction. OPAR’s primary functions are to oversee the collection and management of student, curricular, admissions, and financial aid data from UW institutions and conduct relevant analysis in these areas.

Responsibilities

• Proactively coordinate scheduling, book meetings and identify and resolve schedule conflicts
• Assist with routine administrative tasks such as writing and sending office communications, collaborating across departments to help plan events and initiatives, coordinating travel plans and tracking and ordering office supplies
• Facilitate collaboration and communications within OESS, OPAR, DASA, and with other offices across UW Administration and UW universities
• Assist with logistics and necessary preparations for internal and systemwide meetings, trainings, and workshops including developing agendas, completing event reservations, preparing materials and submitting catering orders
• Assist with handling requests for stakeholder engagements/partnerships
• Make travel arrangements for conference and training attendance for staff
• Assist with recruitment, hiring and onboarding of new staff members
• Coordinate purchasing and monitor office budgets in compliance with organizational rules
• Create and execute purchase requisitions and direct payments
• Complete procurement card purchases and reconciliations
• Proactively monitor all office accounts to ensure that expenditures are applied properly
• Track account expenditures and balances and keep OESS and OPAR (and other DASA departments as requested) staff apprised of the status of accounts
• Manage shared copier/supply room and kitchen/break room, including ordering necessary supplies and coordinating communications across offices using these spaces
• Complete project assignments and tasks as assigned by supervisor and OESS/OPAR/DASA staff

Requirements

• Bachelor’s degree from an accredited institution, or an applicable combination of work experience and education
• Two years of work experience in a higher education and/or administrative setting
• Proven ability to prioritize between many diverse assignments and meet deadlines
• Proven ability to exercise considerable discretion and confidentiality on sensitive matters
• Proven ability to create high-quality professional documents, presentations, emails, and communication memoranda
• Proven ability to build effective working relationships across diverse stakeholders
• Working knowledge of software applications including spreadsheets, databases, word processing, etc., including, but not limited to: Microsoft 360 Office Suite, Adobe, web editors, and video conference platforms
• Ability to engage in cross-functional teamwork

Qualifications

Preferred qualifications:

• Advanced skills with Microsoft Office programs and other productivity software
• Track record of demonstrating initiative and the ability to make independent decisions when needed

Knowledge, skills, and abilities:

• Excellent verbal and written communication skills
• Strong detail orientation, organization and critical thinking skills
• Ability to learn, embrace, and master new computer technology/software programs as needed
• Comprehension of fundamentals of purchasing, travel and expense reporting, and budget monitoring
• Excellent interpersonal skills and ability to establish and maintain positive interaction and working relationships with a variety of people

Pay

Full-time hourly (non-exempt), university staff position. Well-qualified candidates can expect a starting rate between $24.50 - $27.85 per hour commensurate with the candidate’s education, related experience, and qualifications.

Schedule

Work location: Van Hise Hall, Madison, WI. In-office requirement four days per week; one day may be worked off-site/remote. Telecommuting agreements are subject to change at any time.

Benefits

Universities of Wisconsin employees receive an excellent benefits package. See the Faculty, Academic Staff & Limited Appointees or University Staff benefits information and the Health & Retirement Contributions Estimator for total compensation details.