Office Coordinator

United Way of Dane County; Madison (WI); On-site; USD 27,000 - 30,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

403(b) retirement plan

Generous leave & holidays

10 paid holidays

Job summary

United Way of Dane County in Madison, Wisconsin, is seeking an Office Coordinator to provide administrative and operational support to the Human Resources Department, the Building Manager, and the CFO/VP of Finance & Administration while serving as the primary front desk representative.

This role helps ensure the day-to-day operation of the office, welcoming visitors, coordinating administrative activities, maintaining records, supporting communications, and assisting with recruitment and

Qualifications

• High school diploma or equivalent; associate degree preferred.
• Strong written and verbal communication skills.
• Demonstrated customer service skills and ability to engage with diverse populations.
• Ability to handle sensitive information with confidentiality and professionalism.
• Strong organizational skills with attention to detail and ability to manage multiple priorities.
• Strong relationship-building and collaboration skills.
• Ability to work both independently and collaboratively.
• Proficiency in Microsoft 365 (Teams, Word, Excel) or similar platforms.
• Professional and empathetic in high-volume environments.

Responsibilities

• Deliver front desk, customer service, and administrative support.
• Coordinate Office Operations, Facilities and Workplace Services.
• Support Organizational Engagement, Events, and Business Continuity Efforts.
• Perform other duties as assigned.
• Provide Administrative support to CFO/VP of Finance and Human Resources.

Skills

Communication

Customer service

MS 365

Confidentiality

Organizational skills

Relationship-building

Independent & collaborative

Multitasking

Education

High school diploma

Associate degree preferred

Tools

Microsoft 365

Job description

Description

United Way of Dane County mobilizes the caring power of our community so all can thrive. From advancing health and education to strengthening livelihoods and local resilience, we connect people to possibility. With a mission to unite the community to achieve measurable results that change lives - we work collaboratively with local nonprofits, individuals, families, lived experience experts, businesses, community leaders, donors and volunteers to multiply impact and solve big-picture issues no one person or organization can address alone. As part of a global network while being local and autonomous, we are a nonpartisan organization that collaborates with leaders from all backgrounds to strengthen communities and expand opportunities for all.

We serve as a cornerstone in our community, bringing together people and resources to create lasting change. Together, we are The Power of Caring. Working for All.

Purpose of Position

The Office Coordinator provides administrative and operational support to the Human Resources Department, the Building Manager, and the Chief Financial Officer/Vice President of Finance & Administration while serving as the primary front desk representative for United Way of Dane County. This position helps ensure the efficient day-to-day operation of the office by welcoming visitors, coordinating administrative activities, maintaining records, supporting office communications, assisting with recruitment and onboarding logistics, and providing support for departmental and organizational initiatives. Through exceptional customer service, strong organizational skills, and attention to detail, the Office Coordinator helps create a welcoming, professional, and well‑organized environment for staff, volunteers, community partners, tenants, and visitors.

The Human Resources Department supports United Way of Dane County's mission by fostering a workplace culture grounded in trust, integrity, inclusion, collaboration, and respect. Through effective people practices, employee support, and organizational stewardship, the department helps create an environment where employees feel valued, engaged, and empowered to do their best work in service to our community. As a member of the Finance & Administration team, the Office Coordinator contributes to this mission by providing dependable administrative support and helping ensure the smooth delivery of essential office, building, and Human Resources operations.

Key Responsibilities

40% Organizational Support

• Deliver Exceptional Front Desk, Customer Service, and Administrative Support. Serve as the primary point of contact for visitors, callers, tenants, and general inquiries while providing comprehensive administrative support to organizational leadership and ensuring professional, responsive customer service.
• Coordinate Office Operations, Facilities and Workplace Services. Support the efficient operation of the organization by managing office resources, mail services, workspace organization, building communications, tenant relations, facility needs, and front desk coverage to maintain a safe, welcoming and productive environment.
• Support Organizational Engagement, Events, and Business Continuity Efforts. Assist with the planning and execution of meetings, events, committees, and organizational initiatives, including administrative, staff training, internal communications, employee recognition and cross‑functional activities that advance organizational goals.
• Perform other duties as assigned.

30% CFO/VP of Finance & Human Resources Support

• Provide Administrative and Operational Support to CFO/VP of Finance and the Human Resources Department. Deliver high‑quality administrative support to include but not limited to duties such as scheduling, correspondence, document preparation and coordination of activities that support effective organizational operations.
• Support Human Resources Programs, Communications, and Compliance. Assist with Human Resources administration by managing inquiries, supporting internal communications, processing employment‑related requests, maintaining records and coordinating departmental financial and administrative processes.
• Coordinate Committees, Staff Resources, and Organizational Initiatives. Support HR‑staffed committees and employee programs by coordinating meetings, preparing materials, maintaining committee rosters, tracking professional development and ergonomic requests and ensuring effective logistical and administrative support.

30% Talent Acquisition and Employee Lifecycle Management

• Support the Full Employee Lifecycle from Recruitment Through Separation. Coordinate and support recruitment, onboarding, and offboarding processes to ensure a seamless and positive experience for candidates and employees while maintaining efficiency, professionalism and organizational compliance.
• Promote Equitable Talent Acquisition and Employee Integration. Attract diverse and qualified candidates through inclusive recruitment practices, community partnerships, and outreach efforts, while supporting new employee orientation, training, and integration into the organization’s culture, systems, and processes.
• Ensure Accurate Administration and Process Compliance. Maintain recruitment and employment records, track candidate and onboarding progress, conduct background and reference checks, administer onboarding and offboarding logistics and ensure adherence to organizational policies, procedures and regulatory requirements.

Requirements

Minimum Qualifications

• High school diploma or equivalent required; associate degree in Human Resources or related field preferred.
• Strong written and verbal communication skills.
• Demonstrated customer service skills and ability to engage effectively with diverse populations.
• Ability to handle sensitive information with confidentiality and professionalism.
• Strong organizational skills with attention to detail and ability to manage multiple priorities.
• Strong relationship‑building and collaboration skills.
• Ability to work both independently and collaboratively.
• Proficiency in Microsoft 365 (Teams, Word, Excel) or similar technology platforms.
• Ability to remain professional and empathetic in high‑volume or fast‑paced environments.

Minimum Experience

• Two years of experience in administrative support, customer/human services or related field
• Two years of experience working with databases and applying data entry best practices.
• Demonstrated ability to manage multiple priorities and deadlines.
• Familiarity with office operations, scheduling and administrative processes required.

Work Schedule, Location, and Travel

• Full‑time, hourly position (40 hours/week); FLSA Non‑Exempt.
• Core hours: Monday-Friday, 8:00 a.m. - 4:30 p.m., with flexibility for occasional early mornings, evenings or weekends.
• This position is on‑site at United Way of Dane County offices and is not eligible for remote work.
• Local travel within Dane County may be required.
• Valid driver’s license and access to reliable transportation.

Compensation

$19.50 - 22.00/hour (based on experience)

In addition to salary, we offer a comprehensive and generous benefits package. This includes health, dental, vision, life, and disability insurance. United Way contributes 8% of gross wages to a defined contribution retirement plan, which is fully vested after five years of employment. Employees may also choose to contribute to a 403(b) retirement savings plan. Our time-life balance is designed to support work‑life balance, including generous vacation, sick and personal leave, as well as 10 paid holidays annually.

Deadline to Apply: September 21, 2026, by 8:00am CST.

Our Values

• Diversity, Equity & Inclusion: We provide opportunities for all people while working to change systemic and personal biases for equitable outcomes.
• Excellence: We operate at the highest standards to achieve our mission and exceed community expectations.
• Innovation: We create and catalyze unique approaches to address the community’s most pressing needs.
• Teamwork: We work in collaboration and cooperation towards a shared vision of community well‑being.
• Wellness: We respect and support one another, encouraging each other to create space for self‑care and to lead balanced lives.

EEO/AAP Policy Statement

At United Way of Dane County, we not only accept difference - we celebrate, support, and thrive on it for the benefit of our employees and community. United Way of Dane County is proud to be an equal opportunity workplace and an affirmative action employer. We center community in what we do and strongly encourage ALL people to apply to join us in our work at United Way of Dane County - regardless of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, justice involvement, gender identity or expression, or any other characteristic protected by federal, state or local laws.