Office Coordinator

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Position Title:

Office Coordinator

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

Job 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 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 UWs Administration and UWs 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 

Department:
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 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 

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, 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 
  

Work 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, [email protected].

Accommodation Request

If you need to request an accommodation because of a disability, you can find information about how to make a request by contacting [email protected]. 

Criminal Background Check and Reference Check Policy

This 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 Authorization

Please 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.   

Confidentiality

The 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 Information

Universities 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 information 

The 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 Employer

Qualified 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.