Office Coordinator

United Way of Dane County mobilizes the caring power of our community so all can thrive. From advancing health and education to strengthening livelihoods and local resilience, we connect people to possibility. With a mission to unite the community to achieve measurable results that change lives – we work collaboratively with local nonprofits, individuals, families, lived experience experts, businesses, community leaders, donors and volunteers to multiply impact and solve big-picture issues no one person or organization can address alone. As part of a global network while being local and autonomous, we are a nonpartisan organization that collaborates with leaders from all backgrounds to strengthen communities and expand opportunities for all.

We serve as a cornerstone in our community, bringing together people and resources to create lasting change. Together, we are The Power of Caring. Working for All.

Purpose of Position

The Office Coordinator provides administrative and operational support to the Human Resources Department, the Building Manager, and the Chief Financial Officer/Vice President of Finance & Administration while serving as the primary front desk representative for United Way of Dane County. This position helps ensure the efficient day-to-day operation of the office by welcoming visitors, coordinating administrative activities, maintaining records, supporting office communications, assisting with recruitment and onboarding logistics, and providing support for departmental and organizational initiatives. Through exceptional customer service, strong organizational skills, and attention to detail, the Office Coordinator helps create a welcoming, professional, and well-organized environment for staff, volunteers, community partners, tenants, and visitors.

The Human Resources Department supports United Way of Dane County's mission by fostering a workplace culture grounded in trust, integrity, inclusion, collaboration, and respect. Through effective people practices, employee support, and organizational stewardship, the department helps create an environment where employees feel valued, engaged, and empowered to do their best work in service to our community. As a member of the Finance & Administration team, the Office Coordinator contributes to this mission by providing dependable administrative support and helping ensure the smooth delivery of essential office, building, and Human Resources operations.

Key Responsibilities

40% Organizational Support

• Deliver Exceptional Front Desk, Customer Service, and Administrative Support. Serve as the primary point of contact for visitors, callers, tenants, and general inquiries while providing comprehensive administrative support to organizational leadership and ensuring professional, responsive customer service.
• Coordinate Office Operations, Facilities and Workplace Services. Support the efficient operation of the organization by managing office resources, mail services, workspace organization, building communications, tenant relations, facility needs, and front desk coverage to maintain a safe, welcoming and productive environment.
• Support Organizational Engagement, Events, and Business Continuity Efforts. Assist with the planning and execution of meetings, events, committees, and organizational initiatives, including administrative, staff training, internal communications, employee recognition and cross-functional activities that advance organizational goals.
• Perform other duties as assigned.

30% CFO/VP of Finance & Human Resources Support

• Provide Administrative and Operational Support to CFO/VP of Finance and the Human Resources Department. Deliver high-quality administrative support to include but not limited to duties such as scheduling, correspondence, document preparation and coordination of activities that support effective organizational operations.
• Support Human Resources Programs, Communications, and Compliance. Assist with Human Resources administration by managing inquiries, supporting internal communications, processing employment-related requests, maintaining records and coordinating departmental financial and administrative processes.
• Coordinate Committees, Staff Resources, and Organizational Initiatives. Support HR-staffed committees and employee programs by coordinating meetings, preparing materials, maintaining committee rosters, tracking professional development and ergonomic requests and ensuring effective logistical and administrative support.

30% Talent Acquisition and Employee Lifecycle Management

• Support the Full Employee Lifecycle from Recruitment Through Separation. Coordinate and support recruitment, onboarding, and offboarding processes to ensure a seamless and positive experience for candidates and employees while maintaining efficiency, professionalism and organizational compliance.
• Promote Equitable Talent Acquisition and Employee Integration. Attract diverse and qualified candidates through inclusive recruitment practices, community partnerships, and outreach efforts, while supporting new employee orientation, training, and integration into the organization’s culture, systems, and processes.
• Ensure Accurate Administration and Process Compliance. Maintain recruitment and employment records, track candidate and onboarding progress, conduct background and reference checks, administer onboarding and offboarding logistics and ensure adherence to organizational policies, procedures and regulatory requirements.