Building Coordinator

University of Wisconsin–Madison; Madison (WI); On-site; USD 28,000 - 40,000; Full time

Job summary

University of Wisconsin–Madison Extension is seeking an Administrative Assistant II to coordinate on-site event spaces and serve as the primary contact for staff, community members, and visitors. The role includes scheduling, front desk support, and managing facility records.

The position emphasizes coordinating events, providing customer service, and supporting technology setup for meetings in 3500 University Avenue. Regular, on-site work and strong organizational skills are essential.

Qualifications

• Excellent organizational skills and attention to detail.
• Flexibility to multitask, work with frequent disruptions, and adjust to changing schedules.

Responsibilities

• Schedules logistics for meetings, conferences, travel, and unit operations.
• Acts as first point of contact for individuals and groups, providing information and routing inquiries.
• Collects and prepares communications materials from established sources using technology.
• Supports use of meeting and event spaces through scheduling, configuration, and technology setup.
• Distributes communications according to policies and procedures under general supervision.
• Assists in the management and upkeep of 3500 University Avenue.
• Maintains electronic/physical records per policies and procedures.

Skills

Organizational skills

Multitasking

Customer service

Education

High school diploma

Tools

Microsoft Office

AV technology

Job description

Current Employees

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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.

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

Compensation

The minimum sta rting Hourly Rate fo r 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

Application Deadline

September 3, 2026 at 11:59pm (CDT)

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment.

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, backgroun