Administrative Operations Coordinator

Administrative Operations Coordinator

The Administrative Operations Coordinator arranges comprehensive administrative and operational workflows for the Wyoming Retirement System's (WRS) Executive Director, Administrative Operations Manager, as well as the Executive Management team. The Coordinator also facilitates key operational logistics for the WRS and Volunteer Boards.

This role is heavily centered on planning and facilitating a minimum of eight annual board meetings statewideincluding monitoring vendor contracts, catering, travel, and accommodations.

The Administrative Operations Coordinator will oversee public meeting notices, draft and publish official board minutes, manage the WRS Board website, and serve as the coordinator for legislative outreach events. Additionally, this position executes ongoing maintenance for the WRS Staff Resource website, coordinates senior staff travel, updates the Board policy manual, and assists with internal agency work orders.

Working for the State of Wyoming offers more than a paycheck. Our total compensation package includes:

• Comprehensive health, dental, and vision insurance
• Paid vacation, sick leave, FMLA, and holidays
• Retirement - Pension and 457(b) plans that help you build a secure future
• Flexible schedules and work-life balance options
• Meaningful work that makes a difference for Wyoming communities

and MUCH MORE! Click here for detailed information, or you can watch this short video to learn about our benefit package!

Want to see the full value of your compensation beyond salary?

Explore our Total Compensation Calculator: compensationcalculator.wyo.gov

Human Resource Contact: Ryan Scheer, View email address on click.appcast.io View phone number on click.appcast.io

ESSENTIAL FUNCTIONS:

• Board Meeting Execution: Plan and execute 8+ annual, statewide board meetings. Coordinate venues, caterers, hotel blocks, and travel for up to 40 attendees. Issue public notices, draft official minutes as a Board Secretary designee, and monitor a $100,000 budget.
• Board & Stakeholder Liaison: Act as an internal and public contact for the boards. Coordinate vendor contracts via state procurement guidelines, facilitate Board member onboarding/offboarding, and maintain the WRS Board website.
• Executive & Office Support: Support the Executive Director and Administrative Operations Manager by managing high-level calendars, senior staff travel, and executive correspondence. Route internal work orders, reconcile Visa statements, and assist with new-hire administrative onboarding as needed.
• Policy & Intranet Maintenance: Coordinate the drafting, tracking, and archiving of agency operational policies. Document the formal amendment process for the Retirement Board Policy Manual and maintain current content on the internal WRS Staff Resource website.
• Legislative Outreach: Plan, coordinate, and execute the legislative breakfasts and outreach events. Manage invitation lists, coordinate proactively with Legislators, and secure state venues through the Legislative Service Office (LSO).

Qualifications

Preference may be given to applicants with experience providing progressive administrative or operational support to an Executive Management team or a Board of Trustees.

Knowledge:

• Executive & Board Support: Advanced knowledge of administrative procedures, operational coordination, and systems required to support an Executive Management team and a Board of Trustees.
• Statutory Familiarity: Knowledge of (or the ability to quickly utilize) the Wyoming Retirement System Act, public meeting compliance, and other applicable state statutes and policies.
• Event Planning & Logistics: Exceptional event planning, venue coordination, and catering logistics skills, with a proven ability to maintain adaptability during complex live events.
• Financial Tracking: Skilled in budget tracking, expense voucher verification, procurement processing, and financial document reconciliation.
• Professionalism & Discretion: Strong understanding of strict confidentiality, diplomacy, and objective professionalism when working with public officials and stakeholders.
• Organization & Drive: Independent, self-motivated individual with strong organizational skills. Ability to balance multiple high-priority tasks, keep accurate schedules, and manage complex documentation timelines.
• Communication & Tech Systems: Professional oral and written communication skills. Proficient with Microsoft Suite, Google Suite, Zoom platform, and basic website content maintenance.

Minimum Qualifications:

Education: Bachelor's Degree (typically in Business)

Experience: 0-1 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist II OR 3-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist II

Certificates, Licenses, Registrations: None

Necessary Special Requirements

Physical Working Conditions:

• Environment: Standard professional office setting.
• Physical Demands: The employee may sit comfortably to perform the majority of the work; however, physical mobility including walking, standing, bending, driving an automobile, and carrying light event items is regularly required.
• Travel: Travel is required statewide for approximately 2 off-site board meetings per year.

Notes:

• FLSA: Non-exempt
• Background Check: Hiring is contingent upon the successful passage of a comprehensive background check.
• Application Completeness: An attached resume is not an acceptable substitution for a completed application. Incomplete applications will not be considered for employment.
• Veterans' Preference: Per Wyoming Statute, current employees of the State of Wyoming are not eligible for veterans' preference. Non-employees must meet the 1-year state residency requirement and attach supporting DD214 documentation to claim preference points.

Supplemental Information

072 - Wyoming Retirement System Click here to view the State of Wyoming Classification and Pay Structure. The State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities. Class Specifications are subject to change, please refer to the A & I HRD Website to ensure that you have the most recent version.