Office Coordinator

University of Wisconsin Stout•Madison, WI

19d•Hybrid

About The Position

The Office Coordinator provides comprehensive administrative support to the Office of Enrollment & Student Success (OESS), with secondary support to the Office of Policy Analysis and Research (OPAR) and other offices in the Division of Academic and Student Affairs (DASA). Reporting to the Associate Vice President for Enrollment and Student Success, the coordinator serves as a point of contact for internal and external stakeholders and works collaboratively with Universities of Wisconsin Administration offices, UW universities, external agencies, and vendors. The role coordinates schedules, meetings, events, communications, travel, purchasing, and departmental budget tracking. It also supports recruitment and onboarding, manages shared office spaces and supplies, and completes additional project work as assigned. The position requires strong attention to detail, written and verbal communication, a solution-oriented approach, discretion, and the ability to anticipate needs and act proactively. This is a full-time, hourly, non-exempt university staff position. The office is located at Van Hise Hall in Madison, Wisconsin. The role is expected to work in the office four days per week, with one day potentially worked off-site or remotely; telecommuting agreements may change. The stated starting rate is $24.50–$27.85 per hour, commensurate with education, related experience, and qualifications.

Requirements

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.
Ability to prioritize diverse assignments and meet deadlines.
Ability to exercise considerable discretion and confidentiality on sensitive matters.
Ability to create high-quality professional documents, presentations, emails, and communication memoranda.
Ability to build effective working relationships across diverse stakeholders.
Working knowledge of software applications such as spreadsheets, databases, and word processing, including Microsoft 360 Office Suite, Adobe, web editors, and video conference platforms.
Ability to engage in cross-functional teamwork.
Strong verbal and written communication skills.
Strong attention to detail, organization, and critical thinking skills.
Ability to learn, embrace, and master new computer technology and software programs as needed.
Comprehension of the fundamentals of purchasing, travel and expense reporting, and budget monitoring.
Strong interpersonal skills and ability to establish and maintain positive working relationships with a variety of people.

Nice To Haves

Advanced skills with Microsoft Office programs and other productivity software.
Track record of demonstrating initiative and making independent decisions when needed.

Responsibilities

Proactively coordinate scheduling, book meetings, and identify and resolve schedule conflicts.
Write and send office communications; assist with routine administrative tasks and collaborate across departments to plan events and initiatives.
Coordinate travel plans and track and order office supplies.
Facilitate collaboration and communications within OESS, OPAR, and DASA, and with other Universities of Wisconsin Administration offices and UW universities.
Coordinate logistics and preparations for internal and systemwide meetings, trainings, and workshops, including developing agendas, making event reservations, preparing materials, and submitting catering orders.
Assist with requests for stakeholder engagements and partnerships.
Arrange staff travel for conferences and training.
Assist with recruitment, hiring, and onboarding of 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.
Monitor office accounts to ensure expenditures are applied properly.
Track account expenditures and balances and keep OESS, OPAR, and other DASA staff informed of account status as requested.
Manage the shared copier and supply room, and kitchen and break room, including ordering supplies and coordinating communications among offices that use these spaces.
Complete project assignments and other tasks as assigned by the supervisor and OESS, OPAR, or DASA staff.