Office Associate, Senior - Energy

University of Wyoming; Laramie (WY); On-site; USD 36,000 - 49,000; Full time

Job summary

The University of Wyoming is seeking an Office Associate, Senior to manage advanced administrative duties for the Energy & Petroleum Engineering department. This on-campus role will serve as the front-line contact for students, faculty, staff, and external constituents, ensuring accurate records and smooth operations across programs.

Responsibilities include supporting graduate programs, processing applications, coordinating seminars, and maintaining department communications.

Qualifications

• Education: Associate's degree or equivalent combination of education and experience.
• Experience: 1 year progressively responsible work-related experience.
• Excellent written, oral, and verbal communication skills.

Responsibilities

• Perform complex administrative tasks with discretionary authority.
• Provide administrative support for graduate programs and manage student records.
• Oversee department office operations and supervise student workers.
• Support department leadership with scheduling, meetings, and communications.
• Coordinate with CEPS Center for Student Success and Undergraduate Coordinator.

Skills

Communication skills

Attention to detail

Organizational skills

Customer service

Education

Associate's degree or equivalent

Tools

Microsoft Office

Job description

Office Associate, Senior - Energy & PetroleumEngineering

Join Our Campus Community!

Thank you for your interest in joining the University of Wyoming. Our community thrives on the contributions of talented and driven individuals who share in our mission, vision, and values. If your expertise and experience align with the goals of our institution, we would be thrilled to hear from you. We encourage you to apply and become a valued member of our vibrant campus community today!

Why Choose Us?

At the University of Wyoming, we value our employees and invest in their success. Our comprehensive benefits package is designed to support your health, financial security, and work-life balance. Benefits include:

• Generous Retirement Contributions: The State contributes over 15% of your gross salary. With your mandatory employee contribution, the total contribution toward your retirement plan exceeds 19%.
• Exceptional Health & Prescription Coverage: Enjoy access to medical, dental, and vision insurance with competitive employer contributions, that include4 deductible options to suit yourneeds.
• Paid Time Off: Benefit from ample vacation, sick leave, paid holidays, and paid winter closure.
• Tuition Waiver: Employees and eligible dependents can take advantage of tuition waivers, supporting continuous education and professional growth.
• Wellness and Employee Assistance Programs: Stay healthy with wellness initiatives, counseling services, and mental health resources.

At the University of Wyoming, we are committed to creating a supportive and enriching workplace. To learn more about what we offer, please refer to UW's Benefits Summary.

JOB TITLE:

Office Associate, Senior

JOB PURPOSE:

Perform complex administrative tasks with discretionary authority; independently make decisions which substantially impact operations within the department. Serve as the department's front line customer service contact, helping students, faculty, staff, research associates, adjunct, donors, and varied constituents. Administratively supervise comprehensive office operations for undergraduate programs and graduate students in master's and doctoral programs

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Perform complex administrative tasks with discretionary authority; independently make decisions which substantially impact operations within the department. Serve as the department's frontline customer service contact, helping students, faculty, staff, research associates, adjunct, donors, and varied constituents. Administratively supervise comprehensive office operations for undergraduate programs and graduate students in master's and doctoral programs
• Provide administrative support for the graduate programs of the Department. With very limited guidance from the graduate coordinator, oversee all administrative aspects of the graduate programs in the Department including, but not limited to, process applications, prepare acceptance/denial documents, communicate information to incoming students, track the progress of all students, interact with the Registrar to solve problems, maintain all Department student records, prepare and edit information for the general bulletin, schedule graduate courses, assign rooms and upload them into Banner, maintain a complex database of all graduate student records, and develop needed administrative tools to further streamline Department graduate program processes.
• Oversee the Department's office operations. Under very limited supervision, administratively oversee the department's office operations, ensuring exemplary customer service, problem resolution and intra-departmental communication. Provide administrative support to the annual reappointment, tenure, and promotion process and annual faculty review process, and manage faculty searches. Hire, train and supervise student workers in the department.
• Provide administrative support for the Department leadership. Anticipate and meet the needs of the Department head, associate head, graduate coordinator, and committee chairs for administrative information including, but not limited to, prepare and process administrative documents, schedule and organize advisory board meetings, maintain a database of advisory board members, prepare minutes from faculty and advisory board meetings, maintain a donor database and prepare receipt/thank you letters, manage the distribution, collection and preparation of teaching evaluations, coordinate website maintenance, develop department newsletter, and coordinate with College personnel as needed.
• Provide administrative support for the Department physical plant. Under very limited supervision, manage the non-laboratory physical plant for the department including, but not limited to, manage room assignments for faculty, staff and students, including assigning phone numbers, etc., coordinate office maintenance and painting, identify office equipment needs. Coordinate laboratory physical plant needs of the department with faculty.
• Work closely with the Undergraduate Coordinator and the CEPS Center for Student Success as needed for undergraduate program.

SUPPLEMENTAL FUNCTIONS:

Assist with special projects as needed. Responsible for researching, developing and finalizing reports/surveys to the Dean's Office, administration and outside agencies. Serve on College and University committees as appropriate.

COMPETENCIES:

• Analysis/Problem Identification
• Attention to detail
• Consistency
• Individual Leadership
• Initiative
• Quality Orientation
• Work Prioritization & Management

MINIMUM QUALIFICATIONS:

Education: Associate's degree or equivalent combination of education and experience

Experience: 1 year progressively responsible work-related experience

Experience Evaluation

Minimum experience requirements are evaluated on a full-time equivalent (FTE) basis. Relevant part-time experience will be prorated based on hours worked. For example, two years working an average of 20 hours per week is equivalent to approximately one year of full-time experience.

Applicants must include the average hours worked per week for all current and previous positions. Failure to provide this information may affect the evaluation of qualifications.

DESIRED QUALIFICATIONS:

• Excellent written, oral, and verbal communication skills
• Strong attention to detail
• Excellent organizational skills
• Knowledge of Microsoft Office suite, including Word, Excel, PowerPoint and Outlook

This position will remain open until filled. Completeapplications received by 10/04/2026 will receive fullconsideration.

WORK LOCATION:

On-campus: This position provides vital support to campus customers, and the successful candidate must be available to work on campus.

WORK AUTHORIZATION REQUIREMENTS

The successful candidate must be eligible to work in the United States. Sponsorship for H-1B work authorization or work visa is not available for this position.

HIRING STATEMENT/EEO:

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation to apply for a position, please contact us at 307-766-2377 or email [e-mail].

ABOUT LARAMIE:

The University of Wyoming is located in Laramie, a charming town of 30,000 residents nestled in the heart of the Rocky Mountain West. The state of Wyoming continues to invest in its only 4-year university, helping to make it a leader in academics, research, and outreach with state-of-the-art facilities and strong community ties. We invite you to learn more about Laramie by visiting the About Laramie website.

Located in a high mountain valley near the Colorado border, Laramie offers both outstanding recreational opportunities and close proximity to Colorado's Front Range and the metropolitan Denver area. Laramie's beautiful mountain landscape offers outdoor enjoyment in all seasons, with over 300 days of sunshine annually. For more information about the region, please visit http://visitlaramie.org/.

Job Schedule: Full Time

Locations: 16 & Gibbon, Laramie, WY, 82071, US

Posted Salary Range: $42,504

Schedule (Hours Per Week): 40

Travel: No