Office Coordinator

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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 direction. OPAR’s primary functions are to oversee the collection and management of student, curricular, admissions, and financial aid data from UW institutions and conduct relevant analysis in these areas.
Compensation:
The Office Coordinator (official title: Administrative Assistant III) is a full-time hourly (non-exempt), university staff position.
Well-qualified candidates can expect a starting rate between $24.50 - $27.85 per hour commensurate with the candidate’s education, related experience, and qualifications.
Required Qualifications:
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
Proven ability to prioritize between many diverse assignments and meet deadlines
Proven ability to exercise considerable discretion and confidentiality on sensitive matters
Proven ability to create high-quality professional documents, presentations, emails, and communication memoranda.
Proven ability to build effective working relationships across diverse stakeholders
Working knowledge of software applications including spreadsheets, databases, word processing, etc., including, but not limited to: Microsoft 360 Office Suite, Adobe, web editors, and video conference platforms
Ability to engage in cross-functional teamwork
Preferred Qualifications:
Advanced skills with Microsoft Office programs and other productivity software
Track record of demonstrating initiative and the ability to make independent decisions when needed
Knowledge, Skills, Abilities
Excellent verbal and written communication skills
Strong detail orientation, organization and critical thinking skills
Ability to learn, embrace, and master new computer technology/software programs as needed
Comprehension of fundamentals of purchasing, travel and expense reporting, and budget monitoring
Excellent interpersonal skills and ability to establish and maintain positive interaction and working relationships with a variety of people
Work Location:
The office location is located at Van Hise Hall in Madison, WI. An in-office requirement is expected four days per week and one day may be worked off-site/remote. Telecommuting agreements are subject to change at any time.
How to Apply:
Applicant screening will begin immediately and be ongoing through November 10, 2026. However, applications may be accepted until the position has been filled.
To receive full consideration, interested applicants are required to apply online and provide:
Resume (PDF Format)
Cover letter addressing your experience and education as it applies to all minimum and preferred qualifications (PDF Format)
Failing to submit the required application documents may disqualify your application.
Contact Information:
Questions may be addressed to Kristina Williston, HR Generalist, kristina.williston@wisconsin.edu.
Accommodation Request
If you need to request an accommodation because of a disability, you can find information about how to make a request by contacting uwshr@wisconsin.edu.
Criminal Background Check and Reference Check Policy
This offer of employment is conditional pending the results of a criminal background check and a reference check process that includes questions regarding employee misconduct, sexual violence, and sexual harassment. If you have prior work history within the past 7 years with the Universities of Wisconsin, your personnel file will also be reviewed for employee misconduct. If the results are unacceptable, the offer will be withdrawn or, if you have started employment, your employment will be terminated.
Employment Authorization
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to