Office Coordinator

Current Employees:
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Position Title:

Office Coordinator Job Category:

University Staff

Employment Type:

Regular Job Profile:

Administrative Assistant III

Job Duties:

Reporting to the Associate Vice President for Enrollment and Student Success, the primary role of this position is to provide comprehensive support to the Office of Enrollment & Student Success (OESS) team, with secondary support to the Office of Policy Analysis and Research (OPAR), and other offices within the Division of Academic and Student Affairs (DASA). This position will serve as a point of contact for internal and external stakeholders;

will schedule, organize, and execute meetings and events; and will coordinate purchasing and track the OESS and OPAR departmental budgets (and assist with other DASA budgets as needed). This position will work collaboratively with offices at UWs Administration, UWs universities, external agencies and vendors in service to office and division priorities. The Office Coordinator must possess strong attention-to-detail, communication skills (written and verbal), be solution-oriented and have the ability to anticipate needs and act proactively.

Key

Job Responsibilities:

Proactively coordinate scheduling, book meetings and identify and resolve schedule conflicts

Assist with routine administrative tasks such as writing and sending office communications, collaborating across departments to help plan events and initiatives, coordinating travel plans and tracking and ordering office supplies

Facilitate collaboration and communications within OESS, OPAR, DASA, and with other offices across UWs Administration and UWs universities

Assist with logistics and necessary preparations for internal and systemwide meetings, trainings, and workshops including developing agendas, completing event reservations, preparing materials and submitting catering orders

Assist with handling requests for stakeholder engagements/partnerships

Make travel arrangements for conference and training attendance for staff

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-Proactively monitor all office accounts to ensure that expenditures are applied properly-Track account expenditures and balances and keep OESS and OPAR (and other DASA departments as requested) staff apprised of the status of accounts

Manage shared copier/supply room and kitchen/break room, including ordering necessary supplies and coordinating communications across offices using these spaces.

Complete project assignments and tasks as assigned by supervisor and OESS/OPAR/DASA staff

Department:

The Office of Enrollment and Student Success provides support to the Vice President of Academic & Student Affairs, the President of the Universities of Wisconsin, and UW universities in the development of policies and practices that improve the recruitment, retention, and ultimate success for students in the Universities of Wisconsin. Of particular importance are efforts to maximize the educational benefits of diversity, maintain inclusive, equitable, and safe institutional environments, and engage institutional enrollment management and student affairs units as vital resources in fostering access and student success.

The Office of Policy Analysis and Research (OPAR) informs Universities of Wisconsin planning, policy development, evaluation, and decision-making processes, and guides the Universities of Wisconsin’s strategic…