Administrative Associate - Institutional Advancement

Administrative Associate - Institutional Advancement & UW Foundation

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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 14.94% of your gross salary, and you contribute 3.68%, totaling 18.62% 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:

Administrative Associate - Institutional Advancement & UW Foundation

JOB PURPOSE:

Provide, under very limited supervision, project leadership and assist with directing the operational, financial, personnel and planning functions of a large/complex designated department requiring the use of considerable independent judgment, originality, and application of management and human relations skills. Autonomously oversee and/or coordinate complex administrative tasks that substantially impact operations within and outside the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage and assist in managing financial documentation, deadlines, accounts payable, submitting invoices, tracking invoices, reconciliation; assist foundation accountants and gift processors in their roles.
• Compile data and reports for annual audit process - work with regulatory bodies to ensure compliance at the direction of the controller. Organize auditor visits and that of other regulatory or business meetings such as internal auditors, campus accounting, financial aid, etc.
• Report and data analysis in financial services, human resources, and other areas not assigned to specific departments in the foundation. Monitor and maintain balances in these areas in foundation software.
• Work closely with employment coordinator on HR duties/functions; audit and maintain confidential employee files. Manage employee training on evaluation processes and the use of HCM and how to look up important information as supervisors or employees and advise on required training. Create and manage job fairs to promote the foundation and university employment.
• Provide project leadership; independently assist with directing the operational, financial, personnel and planning functions of a large/complex department; serve as mediator with other University departments, external individuals and groups.
• Maintain, manage, and assist with essential financial and human resources issues, and act as the first point of contact for other units within the foundation.
• Arrange or conduct conferences and meetings including design and implementation of agenda, selecting speakers/facilitators, catering, publicity and marketing; conduct related follow-up assessments.
• Oversee management of department files and records; maintain and compile confidential data related to - daily expenditures/invoices, contracts and negotiations, reporting, and budgets.

SUPPLEMENTAL FUNCTIONS:

• Serve on University or external committees representing supervisor or program, as directed.
• Maintain confidentiality.

COMPETENCIES:

• Attention to Detail
• Consistency
• Independence
• Judgment
• Service Orientation
• Work Prioritization & Management

MINIMUM QUALIFICATIONS:

Education: Bachelor's degree or equivalent combination of education and experience

Experience: 2 years 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:

• 3 - 4 years progressively responsible work-related experience
• Ability to draft, edit, and proofread a range of written materials
• Ability communicate effectively and professionally with colleagues, donors, and campus partners.
• Capacity to make sound decisions, take initiative with minimal supervision, and assess situations in alignment with organizational goals and policies.
• Exceptional accuracy in recordkeeping and administrative tasks.
• Demonstrate proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams, and Forms),
• Experience in basic accounting practices and accurate data entry.
• Electronic filing system experience
• Ability to work effectively as a team member of a highly functioning team without conflict
• High level of accuracy and attention to detail

REQUIRED APPLICATION MATERIALS:

Complete the online application. The department additionally requests candidates upload the following document(s) for a complete application:

1. Cover letter
2. Resume or C.V.
3. 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 05/25/2026 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 on campus.

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.