Administrative Coordinator

Job Description

**Posting Details**
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Position Information
**Recruitment Number** 1542

**Number of Vacancies** 1

**Working Title** Administrative Coordinator

**Classification Title** Administrative Specialist

**Proposed Salary to be Offered** $45,000 to commensurate with experience

**Appointment Percentage (Budget)** 100

**Position Summary**
The Administrative Coordinator is a full-time, year-round position that provides administrative and project support to the La Crosse Medical Health Science Consortium (Consortium) and the Health Science Center (HSC). The Consortium is a nonprofit, 501©(3) organization for which the University of Wisconsin-La Crosse is the fiscal agent. The Consortium is a partnership of seven higher education, K-12 education, healthcare, and public health institutions in La Crosse, Wisconsin. The Consortium facilitates collaborative projects, coalitions, trainings, and events among its partner organizations as well as with outside agency and nonprofit partners, with the goal of creating healthier communities. The Administrative Coordinator supports the Consortium by managing logistics, tracking progress, and handling communications for a variety of committees, teams, coalitions, and other partnership efforts among the Consortium members and in the community. It also supports the Consortium’s corporate office, Executive Director, board of directors, and finance committee by managing recordkeeping, billing, purchasing, and budgeting; facilitating communications and outreach; coordinating meeting and training logistics; and managing events. The Consortium is also the owner of the Health Science Center, a five-story academic and research facility that houses academic departments from UW-La Crosse and Western Technical College and research labs from UWL, Western, and Gundersen Health System; it also houses the Student Health Center that serves students from Western and UWL. The Administrative Coordinator supports the HSC building and its occupants by coordinating building use and scheduling, maintenance and repair projects, team and committee meetings, and contracts and agreements; tracking project progress; maintaining building management records and policies; gathering data and creating reports; facilitating communication between academic programs and researchers occupying the building; and supporting needs of visitors, vendors, and contractors.
The Administrative Coordinator is one of two staff for the Consortium and reports to and works closely with the Executive Director. While much of the work occurs within the Consortium office in the HSC building, many meetings will occur off-site. This position is very logistics-oriented and requires a commitment to maintaining an effective organizational system and managing multiple projects and efforts at once. Attention to detail, problem-solving, and an ability to work both collaboratively and independently is highly desired. This position will work very closely alongside the Executive Director, supporting multi-partner projects, committee and coalition meetings, fiscal and building management, public and partner relations, and communications and reporting.

**Position Type** Staff/Administrative

**Pay Basis** Annual

**FLSA** Exempt

**Contingent Upon Funding** No

**Is this position eligible for employment sponsorship, (H1B or PERM)?** No

**Required Qualifications**
* Associate’s degree or equivalent experience
* 1-3 years nonprofit administrative/support experience
* Exceptional organizational skills and development of recordkeeping systems
* Ability to juggle multiple tasks simultaneously and change direction effectively
* Demonstrated project and fiscal tracking and management skills
* Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
* Experience with Zoom and MS Teams
* Excellent written and verbal communication
* Solid understanding of budgeting and fiscal reporting
* Attention to detail

**Preferred Qualifications**
* Bachelor’s degree or equivalent experience
* 3-5 years nonprofit administration/support experience
* Experience managing and designing websites and/or social media posts
* Experience with Canva or other design products

**Physical Demands**
**Reasonable Accommodations**

UWL provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact **hrinfo@uwlax.edu** or 608.785.8013. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
All position descriptions are required to provide physical demands and working condition/environment and may not be published in the job announcement. For information on the physical demands and/or working conditions/environment for this position, please contact Human Resources at **hrinfo@uwlax.edu** or 608.785.8013.

**Working conditions and environment**
The normal work schedule for this position is Monday through Friday from 8:00 – 4:30 PM. This position requires very occasional flexibility with work hours in order to accommodate program or event schedules when necessary, including potential evening work. Some in-town travel is required for committee or partner meetings or events. Out-of-town travel is rare and would mostly remain in the tri-state region. Many aspects of this position require presence in the Health Science Center, but occasional work from home can also be accommodated.

**Miscellaneous Information**
**Information about your Benefits**

Your benefits add an additional 40%+ to the overall financial package from the university.

Highlights include:* paid vacation for 12-month positions.
* excellent flexible health insurance with low co-pays and good coverage.
* paid holidays and sick days.
* after 5 years of employment, you become vested in our retirement system which ensures income post-career.
* benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.

Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

**Information about** **UWL** **and the Surrounding Region**
The University of Wisconsin-La Crosse (UW–La Crosse) provides a challenging, dynamic, and diverse learning environment in which the entire university community is fully engaged in supporting student success. Grounded in the liberal arts, UW-La Crosse fosters curiosity and life-long learning through collaboration, innovation, and the discovery and dissemination of new knowledge. Acknowledging and respecting the contributions of all, UW-La Crosse is a regional academic and cultural center that prepares students to take their place in a constantly changing world community.
For more than a decade UW-La Crosse has been named one of Kiplinger’s 100 Best Values in Public Universities and has appeared prominently on the *U.S. News & World Report* list of “America’s Best Colleges” for more than 15 years, and is ranked #4 on its list of the Best Regional Public Universities in the Midwest. UW-La Crosse ranks 6th nationally among the Top LGBTQ-Friendly Colleges for 2018-19 by AffordableCollegesOnline.org (ACO).
With a student population of roughly 10,500, the university offers 91 undergraduate programs, 21 graduate programs, and 2 doctoral programs through the following three colleges, the College of Arts, Social Sciences, and Humanities, the College of Business Administration, and the College of Science and Health, as well as the School of Education. There are over 600 full-time faculty and instructional academic staff, 75 percent of whom hold terminal degrees. UW-La Crosse boasts a retention rate (freshmen returning as sophomores) of 84 percent, graduation rate (degree within six years) of 70 percent, and is among only 12 institutions cited nationally by the American Association of State Colleges and Universities for its success in linking campus culture and university leadership to outstanding graduation rates.
UW-La Crosse’s strategic plan Sustaining Excellence continues to move our community forward through its four pillars: increasing community engagement, achieving excellence through equity and diversity, investing in our people, and advancing transformational education. More information about the ongoing work of Sustaining Excellence is available at **www.uwlax.edu/info/strategic-plan**.
The UW-La Crosse campus is in southwestern Wisconsin, nestled in a residential area of the City of La Crosse and positioned as part of a larger metro area with a population close to 140,000. The area, known as the 7 Rivers Region, is famous for its exceptional natural beauty which includes the Mississippi River on one side, majestic bluffs on the other, and views of rolling farmland and forested valleys in between. Abundant water, woodlands and varying terrain provide ample opportunities for year-round outdoor recreation. Only a couple of hours from Minneapolis or Madison, La Crosse enjoys the affordability and charm of small town living with larger city benefits. Three colleges, two world-class medical institutions, the La Crosse Symphony Orchestra, a restored nineteenth century downtown business district, and a number of galleries and art centers have made La Crosse a regional center for culture, entertainment, medical care, shopping, sports and recreation. More information about the La Crosse metro area can be found here: **Choose La Crosse**. Learn more about UW-La Crosse here: **https://www.uwlax.edu/human-resources/services/talent-acquisition-and-employment/finalist-welcome/**
**AA/EO Statement**

The University of Wisconsin-La Crosse is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWL, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.**COMMITMENT** **TO** **INCLUSIVE****EXCELLENCE**
Inclusive Excellence is a source of strength, creativity, and innovation for the University of Wisconsin La Crosse. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the Universities of Wisconsin community. We commit ourselves to the pursuit of excellence in teaching and learning, research, scholarship, creative activity, community service, and diversity as inextricably linked goals.
The University of Wisconsin La Crosse fulfills this by creating a welcoming and inclusive community for people from every background – people who serve the State of Wisconsin and the public good.

**Annual Security and Fire Safety Report (Clery Act)**

For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see **https://www.uwlax.edu/police/annual-security-report/** or contact the University Police Department at 608.785.9000.

**Redbook Position** Yes

**Division/College** Administration and Finance Division

**Description of College / Department / Program / Division / Unit**
The La Crosse Medical Health Science Consortium (Consortium) and the Health Science Center (HSC) is a nonprofit, 501©(3) organization for which the University of Wisconsin-La Crosse is the fiscal agent. The Consortium is partnership of seven higher education, K-12 education, healthcare, and public health institutions in La Crosse, Wisconsin. The Consortium facilitates collaborative projects, coalitions, trainings, and events among its partner organizations as well as with outside agency and nonprofit partners, with the goal of creating healthier communities. The Consortium is also the owner of the Health Science Center, a five-story academic and research facility that houses academic departments from UW-La Crosse and Western Technical College and research labs from UWL, Western, and Gundersen Health System; it also houses the Student Health Center that serves students from Western and UWL.

Duties/Responsibilities

**Responsibility Statement** Consortium and office management

**Duties to Support Responsibility**
* Office: Maintain and organize records, oversee archiving/document destruction, maintain schedules for document updates (permits, licenses, etc.), handle purchasing and tax exemption, arrange travel, track and maintain supplies.

* Board and internal committees: Manage logistics, scheduling, and distribution of materials; manage calendar invites and follow-up; assist with agenda and handout preparation; record and maintain minutes and records.

* Contracts: Monitor schedule for renewal/revision, track changes, circulate drafts, gather approvals, maintain records.

* Fiscal management: Monitor/track costs (billing, payment completion, accuracy, fund allocation) for projects and general operations in coordination with ED, manage auditor RFP submissions, gather data for budget/report prep and maintain working drafts; coordinate with accounting team to monitor budget and surplus funds.

* Planning and reporting: Gather data, contribute to plans, maintain planning records, provide project and benchmark tracking data to Executive Director for reports, assist as needed with report preparation, file reports, and maintain records.

* Public/media relations: Maintain media list, distribute media notices, monitor and update website and social media content as needed.

**Responsibility Statement** Coalition and project support

**Duties to Support Responsibility**
* Meetings for project teams, coalitions, and committees: Manage logistics, scheduling, and distribution of materials; manage calendar invites and follow-up, assist with agenda and handout preparation, record and maintain minutes and notes, track progress as needed for reporting.

* Project management: Monitor and track project progress, expenses and billing, milestones and deadlines, and recordkeeping; gather data for reporting.

**Responsibility Statement** Facility management

**Duties to Support Responsibility**
* Building management: Submit/track work orders and progress for repairs and maintenance; update classroom information and staff/student handbooks; manage email contact list, lighting schedule, lost/found, office equipment maintenance, supplies, and bulletin boards; update room signage, staff directory; coordinate building access with academic programs and other building users; maintain and update contracts

* Parking: manage day-to-day issues and annual/temporary permitting, communicate with parking office, monitor reports and app use, coordinate billing and scheduling, maintain and communicate policies and practices, coordinate lot maintenance.

* Scheduling: Coordinate with academic programs to schedule classrooms biannually, manage ongoing room requests/cancellations, troubleshoot room conflicts; prepare, update, and post room schedules; coordinate weekend/evening event contracts with outside entities; notify building occupants of schedule changes, outages, and other occurrences as needed.

* Building policies: Maintain policy inventory, maintain inventory on website, track and schedule revisions; update HSC partner memorandum of understanding.

**Responsibility Statement** Events and trainings

**Duties to Support Responsibility**
* Manage logistics (bookings, food service, parking, participant materials, invites, registrations), disseminate marketing; coordinate and stage-manage audio-visual needs and virtual connections; arrange purchasing and reimbursements, send reminders and evaluations, coordinate speakers and arrange honoraria/travel; assist with outreach and reporting.

**Posting Detail Information**
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Posting Detail Information
**Posting Date** 08/12/2024

**Continuous Recruitment** Yes

**Continuous Recruitment First Review Date** 09/02/2024

**Close Date**

**Special Instructions**
**Application deadlines**

**TO** **ENSURE****CONSIDERATION****: Priority consideration is given to those candidates who apply by the listed ‘First Review Date’.** Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

**Confidentiality of Applicant Materials**

UWL is a state agency and subject to Wisconsin’s Open Records Law. UWL will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.

**CBC** **& Reference Check Policy**

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

**Position Contact Name** Catherine Kolkmeier

**Position Contact Email** ckolkmeier@uwlax.edu