Office Coordinator

Universities of Wisconsin • Madison, WI

21d • $25 - $28 • 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 within 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; organizes meetings and events; and coordinates purchasing and budget tracking. The role works with offices across Universities of Wisconsin Administration, UW universities, external agencies, and vendors to support office and division priorities.

The position requires strong attention to detail, written and verbal communication, a solution-oriented approach, and the ability to anticipate needs and act proactively. The office is located at Van Hise Hall in Madison, Wisconsin. An in-office presence is expected four days per week, with one day potentially worked remotely; telecommuting arrangements may change.

This is a full-time, hourly, non-exempt University Staff position. The stated starting pay range is $24.50–$27.85 per hour, commensurate with education, related experience, and qualifications. The position supports OESS’s work on student recruitment, retention, success, inclusive and equitable institutional environments, and access. It also supports OPAR’s collection and management of institutional data and its analysis for planning, policy development, evaluation, and decision-making.

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 discretion and maintain 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, including spreadsheets, databases, and word processing; examples include Microsoft 360 Office Suite, Adobe, web editors, and video conference platforms.
• Ability to engage in cross-functional teamwork.
• Excellent verbal and written communication skills.
• Strong attention to detail, organization, and critical thinking skills.
• Ability to learn and master new computer technology and software programs as needed.
• Comprehension of the fundamentals of purchasing, travel and expense reporting, and budget monitoring.
• Excellent 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 the ability to make independent decisions when needed.

Responsibilities

• Proactively coordinate schedules, book meetings, and identify and resolve scheduling conflicts.
• Perform routine administrative tasks, including writing and sending office communications, coordinating travel, tracking and ordering office supplies, and collaborating across departments on events and initiatives.
• Facilitate collaboration and communication within OESS, OPAR, and DASA, and with offices across Universities of Wisconsin Administration 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.
• Make travel arrangements for staff attending conferences and trainings.
• 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.
• Monitor office accounts to ensure expenditures are applied properly.
• Track account expenditures and balances and keep OESS, OPAR, and other DASA staff apprised of account status as requested.
• Manage the shared copier and supply room and kitchen/break room, including ordering supplies and coordinating communications among offices that use these spaces.
• Complete project assignments and tasks as assigned by the supervisor and OESS, OPAR, or DASA staff.

Benefits

• Excellent benefits package for Universities of Wisconsin employees; the posting refers applicants to benefits and total-compensation resources for details.

What This Job Offers

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