Administrative Associate - Institutional Advancement & UW Foundation

University of Wyoming • Laramie, WY

2d • 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.
• Eligible to work in the United States, as sponsorship for any work authorization or work visas is not available for this position.

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