Building Coordinator

Universities of Wisconsin; Alabama; On-site; USD 28,000 - 40,000; Full time

Job summary

The University of Wisconsin–Madison is seeking an Administrative Assistant II to coordinate on-site event spaces and provide front desk support for staff, visitors, and community members.

Based at 3500 University Avenue, the role involves scheduling, space configuration, technology setup, and general office operations within the Extension division. This regular, full-time position requires strong organizational skills and proficiency with Microsoft Office.

Qualifications

• Excellent organizational skills and attention to detail.
• Flexibility to multitask, work with frequent disruptions, and adjust to changing schedules.
• Experience with Microsoft Office Suite.
• Demonstrated experience in customer service roles.
• Comfortable learning new audio-visual technology.

Responsibilities

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Supports the use of meeting and event spaces by Extension, other building occupants, community members, and UW Madison departments through event scheduling space configuration, and technology setup
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• Assists in the management and upkeep of 3500 University Avenue
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Skills

Excellent organizational skills

Multitasking under disruptions

Customer service experience

Comfortable with AV technology

Education

H.S. Diploma

Tools

Microsoft Office Suite

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant II

Job Summary:

3500 University Avenue houses the Division of Extension, as well as select PBS programs. The building has a variety of on-site event spaces, which host numerous meetings and events every year. This position will play an important coordinating function for these events and will be the first point of contact for staff, community members, and visitors from other units on campus or from around the state.

Key roles will include scheduling and management of on-site event spaces and shared meeting rooms (including technology support for both), front desk staffing and customer support functions, and facility administrative processes.

Key Job Responsibilities:

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities

• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

Supports the use of meeting and event spaces by Extension, other building occupants, community members, and UW Madison departments through event scheduling space configuration, and technology setup

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Assists in the management and upkeep of 3500 University Avenue

• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Department:

About Extension

Extension embodies the Wisconsin Idea by developing and connecting the research and educational resources of UW–Madison with residents and communities to address local, statewide, and national issues. We teach, learn, lead and serve, transforming lives and communities.

Additional Department Details

The role is a part of the Operations Administrative Team, supporting the Division’s Operational teams and functions.

Compensation:

The minimum starting Hourly Rate for the position is $25.00 but is negotiable based on experience and qualifications

Required Qualifications:

• Excellent organizational skills and attention to detail
• Flexibility to multitask, work with frequent disruptions, and adjust to changing schedules is required
• Experience with Microsoft Office Suite
• Demonstrated experience in customer service roles
• Comfortable learning new audio-visual technology

Physical Requirements

• Ability to lift 40 pounds with assistance

Preferred Qualifications:

• Familiarity with audio-visual technology
• Experience planning or coordinating events, seminars, or meetings

Education:

Preferred Education

H.S. Diploma

Contact Information:

Michele Blakeman (Human Resources)

[e-mail]

[phone]

Rachael Reis (Hiring Manager)

[e-mail]

[phone]

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal OpportunityEmployer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgroundsand encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.