What are the responsibilities and job description for the Office Associate, Senior - Institutional Advancement & UW Foundation position at UW Candidate Experience?
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Thank you for your interest in joining the University of Wyoming. Our community thrives on the contributions of talented and driven individuals who share in our mission, vision, and values. If your expertise and experience align with the goals of our institution, we would be thrilled to hear from you. We encourage you to apply and become a valued member of our vibrant campus community today!
Why Choose Us?
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 over 15% of your gross salary. With your mandatory employee contribution, the total contribution toward your retirement plan exceeds 19%.
- 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:
Office Associate, Senior - Institutional Advancement & UW Foundation
JOB PURPOSE:
Serve as the first point of contact for the UW Foundation while providing high-level administrative support to multiple directors. Under limited supervision, lead projects and support the operational, financial, and strategic planning activities of a large and complex unit. This role requires strong independent judgment, excellent service orientation, and well-developed management and interpersonal skills. Independently manage and coordinate complex administrative functions that significantly influence both internal operations and external relationships.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Manage development officers' schedules by maintaining calendars, preparing donor engagement itineraries, entering donor activity reports, and supporting event planning and execution to ensure seamless daily operations.
- Perform accounting tasks, including processing accounts payable and reconciling corporate card transactions to maintain accurate financial records.
- Coordinate travel arrangements for donor visits and conferences, including booking transportation and lodging, completing required travel documentation, and preparing itineraries and donor materials.
- Draft, edit, and finalize a variety of written materials, ranging from routine correspondence to complex documents such as fund agreements.
- Assist with large donor events held on and off campus. Order various supplies for the department. Provide training and /or backup for administrative team members.
- Perform data entry, generate complex reports, and proficiently navigate various software platforms and databases. Maintain inventory and oversee supply ordering for the department. Communicate with donors and corporate contacts in person, by phone, and via email. Assist in the development or revision of departmental policies, systems, methods, and procedures; prepare related documentation including the design and implementation of computer programs, as appropriate.
- Track/reconcile receipts and invoices.
SUPPLEMENTAL FUNCTIONS:
- Serve on University or external committees representing supervisor or program, as directed.
- Attend meetings, conferences, and/or workshops as appropriate alongside other team members.
- Participate in performance-related goal setting and achievement to meet personal and organizational goals and objectives.
- Oversee/supervise interns and/or work study students.
- Other related duties as assigned.
COMPETENCIES:
- Attention to Detail
- Quality Orientation
- Service Orientation
- Collaboration
- Independence
- Judgment
MINIMUM QUALIFICATIONS:
Education: Associate’s degree OR equivalent combination of education and experience
Experience: 1 year progressively responsible work-related experience
Required licensure, certification, registration or other requirements:
Valid driver's license with a motor vehicle record (MVR) compliant with the Driving for University Business SAP.
DESIRED QUALIFICATIONS:
- Strong Organizational and Project Management Skills
- Excellent Written and Verbal Communication
- Independent Judgment and Decision-Making
- Collaboration, Accountability, and Attention to Detail
- Proficiency in Office Software, Accounting, and Data Entry
REQUIRED APPLICATION MATERIALS:
Complete the online application. The department additionally requests candidates upload the following document(s) for a complete application:
- Cover letter
- Resume or C.V.
- Contact information for four work-related references (references will only be contacted if you are selected as a finalist for the position).
This position will remain open until filled. Complete applications received by 8/16/2026 will receive full consideration.
WORK LOCATION:
On-Campus: This position provides vital support to campus customers, and the successful candidate must be available to work and perform essential job functions on campus, understanding our location is at 7,220 feet above sea level.
WORK AUTHORIZATION REQUIREMENTS:
The successful candidate must be eligible to work in the United States, as sponsorship for any work authorization or work visas is not available for this position.
HIRING STATEMENT/EEO:
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation to apply for a position, please contact us at 307-766-2377 or email jobapps@uwyo.edu.
ABOUT LARAMIE:
The University of Wyoming is located in Laramie, a charming town of 30,000 residents nestled in the heart of the Rocky Mountain West. The state of Wyoming continues to invest in its only 4-year university, helping to make it a leader in academics, research, and outreach with state-of-the-art facilities and strong community ties. We invite you to learn more about Laramie by visiting the About Laramie website.
Located in a high mountain valley near the Colorado border, Laramie offers both outstanding recreational opportunities and close proximity to Colorado’s Front Range and the metropolitan Denver area. Laramie’s beautiful mountain landscape offers outdoor enjoyment in all seasons, with over 300 days of sunshine annually. For more information about the region, please visit http://visitlaramie.org/