Administrative Associate - Institutional Advancement & UW Foundation

University of Wyoming • Laramie, WY

1d • Onsite

About The Position

Provide, under very limited supervision, project leadership and assist with directing the operational, financial, personnel and planning functions of a large/complex designated department requiring the use of considerable independent judgment, originality, and application of management and human relations skills. Autonomously oversee and/or coordinate complex administrative tasks that substantially impact operations within and outside the department.

Requirements

• Bachelor’s degree or equivalent combination of education and experience
• 2 years progressively responsible work-related experience
• Valid driver's license with a motor vehicle record (MVR) compliant with the Driving for University Business SAP.

Nice To Haves

• 3 - 4 years progressively responsible work-related experience
• Ability to draft, edit, and proofread a range of written materials
• Ability communicate effectively and professionally with colleagues, donors, and campus partners.
• Capacity to make sound decisions, take initiative with minimal supervision, and assess situations in alignment with organizational goals and policies.
• Exceptional accuracy in recordkeeping and administrative tasks.
• Demonstrate proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams, and Forms)
• Experience in basic accounting practices and accurate data entry.
• Electronic filing system experience
• Ability to work effectively as a team member of a highly functioning team without conflict
• High level of accuracy and attention to detail

Responsibilities

• Manage and assist in managing financial documentation, deadlines, accounts payable, submitting invoices, tracking invoices, reconciliation; assist foundation accountants and gift processors in their roles.
• Compile data and reports for annual audit process - work with regulatory bodies to ensure compliance at the direction of the controller.
• Organize auditor visits and that of other regulatory or business meetings such as internal auditors, campus accounting, financial aid, etc.
• Report and data analysis in financial services, human resources, and other areas not assigned to specific departments in the foundation.
• Monitor and maintain balances in these areas in foundation software.
• Work closely with employment coordinator on HR duties/functions; audit and maintain confidential employee files.
• Manage employee training on evaluation processes and the use of HCM and how to look up important information as supervisors or employees and advise on required training.
• Create and manage job fairs to promote the foundation and university employment.
• Provide project leadership; independently assist with directing the operational, financial, personnel and planning functions of a large/complex department; serve as mediator with other University departments, external individuals and groups.
• Maintain, manage, and assist with essential financial and human resources issues, and act as the first point of contact for other units within the foundation.
• Arrange or conduct conferences and meetings including design and implementation of agenda, selecting speakers/facilitators, catering, publicity and marketing; conduct related follow-up assessments.
• Oversee management of department files and records; maintain and compile confidential data related to - daily expenditures/invoices, contracts and negotiations, reporting, and budgets.
• Serve on University or external committees representing supervisor or program, as directed.
• Maintain confidentiality.

Benefits

• Generous Retirement Contributions: The State contributes 14.94% of your gross salary, and you contribute 3.68%, totaling 18.62% toward your retirement plan.
• Exceptional Health & Prescription Coverage: Enjoy access to medical, dental, and vision insurance with competitive employer contributions, that include 4 deductible options to suit your needs .
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level