Office Coordinator

University of Wisconsin System; Madison (WI); Híbrido; USD 34.000 - 38.000; Jornada completa

Descripción de la vacante

University of Wisconsin System is seeking an Office Coordinator to provide comprehensive support to the Office of Enrollment & Student Success (OESS) and OPAR. The role requires scheduling, event planning, meetings, and budget coordination across DASA.

You will work closely with UW administration, handle communications, travel arrangements, recruitment support, and procurement processes; in-office four days a week with one day remote.

Formación

• Bachelor’s degree or an applicable combination of work experience and education.
• Two years of work experience in a higher education and/or administrative setting.
• Prioritize multiple assignments and meet deadlines.
• Discretion and confidentiality on sensitive matters.
• Create high-quality professional documents, presentations, emails, and memoranda.
• Build effective relationships across diverse stakeholders.

Responsabilidades

• Coordinate scheduling, book meetings and resolve schedule conflicts.
• Write and send office communications; plan events with departments.
• Assist with travel arrangements and office supplies procurement.
• Logistics for meetings and trainings; prepare materials and catering orders.
• Support recruitment, hiring and onboarding; manage budgets and purchases.

Conocimientos

Communication

Organization

Attention to detail

Cross-functional teamwork

Professional documentation

Travel coordination

Educación

Bachelor's degree from an accredited institution

Herramientas

Microsoft 365 Office

Adobe Acrobat

Web editors

Video conferencing platforms

Descripción del empleo

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.Position Title:Office CoordinatorJob Category:University StaffEmployment Type:RegularJob Profile:Administrative Assistant IIIJob Duties: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 UWs Administration, UWs 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.Key Job Responsibilities:Proactively coordinate scheduling, book meetings and identify and resolve schedule conflictsAssist 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 suppliesFacilitate collaboration and communications within OESS, OPAR, DASA, and with other offices across UWs Administration and UWs universitiesAssist with logistics and necessary preparations for internal and systemwide meetings, trainings, and workshops including developing agendas, completing event reservations, preparing materials and submitting catering ordersAssist with handling requests for stakeholder engagements/partnershipsMake travel arrangements for conference and training attendance for staffAssist with recruitment, hiring and onboarding of new staff membersCoordinate 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 accountsManage 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 staffDepartment: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.Compensation:The Office Coordinator (official title: Administrative Assistant III) is a 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.Required Qualifications:Bachelor’s degree from an accredited institution, or an applicable combination of work experience and educationTwo years of work experience in a higher education and/or administrative settingProven ability to prioritize between many diverse assignments and meet deadlinesProven ability to exercise considerable discretion and confidentiality on sensitive mattersProven ability to create high-quality professional documents, presentations, emails, and communication memoranda.Proven ability to build effective working relationships across diverse stakeholdersWorking 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 platformsAbility to engage in cross-functional teamworkPreferred Qualifications:Advanced skills with Microsoft Office programs and other productivity softwareTrack record of demonstrating initiative and the ability to make independent decisions when neededKnowledge, Skills, AbilitiesExcellent verbal and written communication skillsStrong detail orientation, organization and critical thinking skillsAbility to learn, embrace, and master new computer technology/software programs as neededComprehension of fundamentals of purchasing, travel and expense reporting, and budget monitoringExcellent interpersonal skills and ability to establish and maintain positive interaction and working relationships with a variety of peopleWork Location:The office location is located at Van Hise Hall in Madison, WI. An in-office requirement is expected four days per week and one day may be worked off-site/remote. Telecommuting agreements are subject to change at any time.How to Apply:Applicant screening will begin immediately and be ongoing through November 10, 2026 . However, applications may be accepted until the position has been filled.To receive full consideration, interested applicants are required to apply online and provide:Resume (PDF Format)Cover letter addressing your experience and education as it applies to all minimum and preferred qualifications (PDF Format)Failing to submit the required application documents may disqualify your application.Contact Information:Questions may be addressed to Kristina Williston, HR Generalist, [e-mail] RequestIf you need to request an accommodation because of a disability, you can find information about how to make a request by contacting [e-mail] .Criminal Background Check and Reference Check PolicyThis offer of employment is conditional pending the results of a criminal background check and a reference check process that includes questions regarding employee misconduct, sexual violence, and sexual harassment. If you have prior work history within the past 7 years with the Universities of Wisconsin, your personnel file will also be reviewed for employee misconduct. If the results are unacceptable, the offer will be withdrawn or, if you have started employment, your employment will be terminated.Employment AuthorizationPlease note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of employer sponsorship) on, before, or after the effective date of appointment.ConfidentialityThe Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7) .Benefits InformationUniversities of Wisconsin employees receive an excellent benefits package. To learn more about the benefits package, review the Faculty, Academic Staff & Limited Appointees or University Staff Please see this link for total compensation information: Universities of Wisconsin Health & Retirement Contributions Estimator to provide you with total compensation information.Clery Act informationThe Universities of Wisconsin provides statistics on campus crime in its Annual Security Report. For more information on university campus statistics see https://www.wisconsin.edu/compliance/clery/ .UW is an Equal Opportunity EmployerQualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.