Senior Administrative Associate-Scheduler - Office President

Position: Senior Administrative Associate-Scheduler - Office of the President
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At the University of Wyoming, we value our employees and invest in their success. Our comprehensive benefits package is designed to support your health, financial security, and work-life balance. Benefits include:

* Generous Retirement Contributions:
The State contributes 15.19% of your gross salary, and you contribute 3.93%, totaling 19.12% 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.

At the University of Wyoming, we are committed to creating a supportive and enriching workplace. To learn more about what we offer, please refer to UW's Benefits Summary.

JOB TITLE:

Senior Administrative Associate/Scheduler

JOB PURPOSE:

The Senior Administrative Associate/President's Scheduler provides high-level administrative, logistical, and project support to the Office of the President. Reporting to the Executive Assistant to the President (or designee), this position works collaboratively with members of the President's Office team to ensure efficient operations and effective coordination of presidential activities.

This role is responsible for managing the President's calendar and scheduling complex meetings and engagements, while supporting the planning and execution of projects, events, and day-to-day operations of the office. The position requires strong organizational skills, sound judgment, and the ability to manage multiple priorities in a fast-paced, high-visibility environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

* Serve as a primary point of contact for the Office of the President, creating a welcoming, professional, and inclusive environment for visitors, guests, and stakeholders. Manage reception functions, assess visitor access, and ensure appropriate routing of inquiries and individuals.

* Manage and prioritize the President's complex calendar, ensuring alignment with institutional priorities and resolving scheduling conflicts. Serve as the central scheduling liaison between the President and internal/external stakeholders-including executive leadership, faculty, staff, and high-level state and federal officials-while monitoring competing priorities and adjusting schedules accordingly.

* Coordinate executive-level meetings, events, and engagements on behalf of the President, including scheduling, agenda development, logistics, and follow-up. Compile and organize briefing materials, background information, talking points, and supporting documentation in collaboration with the Executive Assistant and other stakeholders.

* Support the planning and execution of institutional events, ceremonies, conferences, and high-profile engagements. May assist in coordinating meeting design elements, including agendas, speaker/facilitator logistics, communications, and post-event follow-up or evaluation activities.

* Manage invitations, RSVPs, guest lists, and protocol considerations for presidential events and engagements; provide on-site support as needed and coordinate internal and external participants to ensure successful execution.

* Coordinate closely with the Executive Assistant to the President, senior leadership, and administrative staff to align scheduling, events, and presidential engagements with institutional priorities and external partnerships.

* Manage and monitor Office of the President email accounts and incoming communications, including phone calls and correspondence. Assess urgency, triage requests, and respond or route appropriately, ensuring timely and professional follow-up.

* Provide senior-level administrative, logistical, and project support for the Office of the President, including coordinating domestic and international travel arrangements and detailed itineraries for the President and spouse/partner in collaboration with the Executive Assistant.

* Maintain and update the President's contact database, ensuring accuracy and accessibility of internal and external stakeholder information.

* Manage facilities-related needs for the Office of the President, including coordination of space usage for the President's Office Suite, residence,…