Administrative Operations Coordinator

Overview

The Administrative Operations Coordinator arranges comprehensive administrative and operational workflows for the Wyoming Retirement System's Executive Director, Administrative Operations Manager, and Executive Management team. The coordinator facilitates key operational logistics for the WRS and Volunteer Boards.

• Plan and execute eight or more statewide board meetings annually, coordinating venues, catering, hotel blocks, travel for up to forty attendees, producing public notices, drafting official minutes, and monitoring a $100,000 budget.
• Act as internal and public contact for the boards, coordinating vendor contracts through state procurement guidelines, managing Board member onboarding/offboarding, and maintaining the WRS Board website.
• Support the Executive Director and Administrative Operations Manager by managing high-level calendars, senior staff travel, and executive correspondence; routing internal work orders; reconciling Visa statements; and assisting with new-hire onboarding.
• Coordinate agency operational policies, including drafting, tracking, and archiving policies, maintaining the Retirement Board Policy Manual, and updating the internal WRS Staff Resource website.
• Plan, coordinate, and execute legislative outreach events, manage invitation lists, coordinate with legislators, and secure state venues through the Legislative Service Office.

• Bachelor’s Degree, typically in Business, or equivalent education and experience.
• From 0-1 year of progressive work experience in Business Office Communications at the Office Support Specialist II level; or 3-4 years progressive experience if lacking a bachelor’s degree.
• Advanced knowledge of administrative procedures, operational coordination, and systems to support an Executive Management team and a Board of Trustees.
• Statutory familiarity with the Wyoming Retirement System Act, public meeting compliance, and other applicable state statutes.
• Event planning and logistics skills, including venue coordination, catering logistics, and the ability to adapt during complex live events.
• Financial tracking skills, including budget tracking, expense voucher verification, procurement processing, and financial document reconciliation.
• Strong diplomacy, confidentiality, and professionalism when working with public officials and stakeholders.
• Independent, self‑motivated with strong organizational skills; ability to balance multiple high‑priority tasks, maintain accurate schedules, and manage complex documentation timelines.
• Professional oral and written communication skills.
• Proficiency with Microsoft Suite, Google Suite, Zoom platform, and basic website content maintenance.

• Classification: FLSA Non‑exempt.
• Background check required.
• Physical working conditions:
  Standard professional office; travel statewide for approximately two off‑site board meetings per year.

The position is part of a total compensation package that includes comprehensive health, dental, and vision insurance; paid vacation, sick leave, FMLA, and holidays; retirement plans; flexible schedules and work‑life balance options; and additional benefits such as life insurance, short/long‑term disability, wellness programs, and professional development opportunities.

The State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities. Veterans’ Preference may be considered consistent with Wyoming Statute.