Administrative Operations Coordinator

Open Until Filled GENERAL DESCRIPTION The Administrative Operations Coordinator arranges comprehensive administrative and operational workflows for the Wyoming Retirement System’s Executive Director, Administrative Operations Manager, and 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 statewide—including 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, the 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. BENEFITS Comprehensive health, dental, and vision insurance Paid vacation, sick leave, FMLA, and holidays Retirement – pension and 457(b) plans Flexible schedules and work‑life balance options Meaningful work that serves Wyoming communities KEY RESPONSIBILITIES Plan and execute 8+ annual statewide board meetings, coordinating venues, catering, hotel blocks, and travel for up to 40 attendees, issue public notices, draft official minutes as Board Secretary designee, and monitor a $100,000 budget. Act as internal and public contact for the boards, coordinate vendor contracts via state procurement guidelines, facilitate Board member onboarding and off‑boarding, and maintain the WRS Board website. Support the Executive Director and Administrative Operations Manager by managing high‑level calendars, senior staff travel, executive correspondence, routing internal work orders, reconciling Visa statements, and assisting new‑hire administrative onboarding. 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. Plan, coordinate, and execute legislative breakfasts and outreach events, manage invitation lists, coordinate proactively with Legislators, and secure state venues through the Legislative Service Office. QUALIFICATIONS Advanced knowledge of administrative procedures, operational coordination, and systems required to support an Executive Management team and a Board of Trustees. Knowledge of the Wyoming Retirement System Act, public meeting compliance, and related statutes and policies. Exceptional event planning, venue coordination, and catering logistics skills with adaptability during complex live events. Skilled in budget tracking, expense voucher verification, procurement processing, and financial document reconciliation. Strong understanding of confidentiality, diplomacy, and professionalism when working with public officials and stakeholders. Independent, self‑motivated, with strong organizational skills to balance multiple high‑priority tasks, maintain accurate schedules, and manage complex documentation timelines. Professional oral and written communication skills and proficiency with Microsoft Suite, Google Suite, Zoom, and basic website content maintenance. EDUCATION & EXPERIENCE Education: Bachelor’s Degree, typically in Business. Experience: 0–1 year progressive work experience (Business Office Communications) with knowledge at the level of an Office Support Specialist II, or 3–4 years progressive experience with similar knowledge. PHYSICAL WORKING CONDITIONS Environment: Standard professional office setting. Physical Demands: Requires sitting and occasional walking, standing, bending, driving, and carrying light event items. Travel: Approximately two off‑site board meetings per year statewide. NOTES Federal Labor Standards Act: Non‑exempt. Background Check: Hiring contingent on successful completion. Application Completeness: Resume is not a substitute for a completed application; incomplete applications will not be considered. Veterans Preference: Current State employees are not eligible. Non‑employees must meet residency requirements and provide DD214 for preference points. HUMAN RESOURCES CONTACT Ryan Scheer, View email address on click.appcast.io, View phone number on click.appcast.io #J-18808-Ljbffr