Madison Operations Coordinator

Disability Rights Wisconsin; Madison (WI); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Health insurance

Disability insurance

401(k) retirement plan

Flexible spending account

Dental and vision coverage

Life insurance

Paid time off

Job summary

Disability Rights Wisconsin is seeking an Administrative Operations Coordinator in Madison, WI. The role provides administrative support across DRW, overseeing the Madison office, supporting the Board and leadership, and coordinating a range of office processes.

The position emphasizes strong communication, confidentiality, and collaborative teamwork. Key duties include office operations, scheduling, travel, donor data entry, and project support.

Qualifications

• Three+ years of paid experience in a business environment or related field.
• Ability to work respectfully and collaboratively with diverse backgrounds, including people with disabilities.
• Proficiency with Microsoft Office 365 applications (Outlook, Word, Excel, Teams, SharePoint).
• Ability to work independently and as part of a team and manage own workload.
• Demonstrated ability to anticipate needs related to communication and coordination.
• Strong written and verbal communication skills and professionalism in dealing with colleagues, board members, and external stakeholders.
• Ability to maintain confidentiality and handle sensitive information responsibly.
• Commitment to excellent customer service and building positive working relationships.
• Ability to prioritize, meet deadlines, and adapt to changing priorities.

Responsibilities

• Oversee Madison Office Operations (40%).
• Maintain an orderly, efficient, safe, and secure office environment.
• Coordinate acquisition of office supplies and maintenance of office equipment.
• Maintain office procedures and clerical support requests.
• Assist in coordinating new staff orientation and office changes, including keys and parking passes.
• Plan, manage and support Madison Office meetings.
• Support growth and improvement of office culture.
• Greet visitors and walk-ins.
• Manage general email and correspondence.
• Handle Agency-wide grievance and interpreter/translation requests.
• Manage students and partnerships with schools and job support agencies.
• Schedule for the Executive Director and Leadership Team as requested.
• Coordinate mass mailings and mail merges.
• Disseminate satisfaction surveys related to DRW services.
• Book travel for leadership as requested.
• Anticipate needs and troubleshoot to support agency-wide efforts.
• Administrative support to Board of Directors (10%).
• Attend board meetings and two in-person meetings per year.
• Fund Development support: enter donations, maintain donor data, send receipts.
• Assist with grant-related tasks as needed.
• Projects: support or manage administration-related projects.
• Participate in internal DRW work groups and adhere to DRW policies.

Skills

Communication

Teamwork

Multicultural sensitivity

Independent work

Time management

Customer service

Confidentiality

Prioritization

Education

Associate degree in administrative field

Tools

MS Office 365

Outlook

Word

Excel

Teams

SharePoint

Job description

Who is Disability Rights Wisconsin?

Disability Rights Wisconsin is the state’s Protection and Advocacy system, working to uphold disability rights and ensure freedom from abuse and neglect. Through legal advocacy, individual representation, and systems change, our advocates and attorneys advance dignity, access, and justice across Wisconsin.

We were founded through the disability civil rights movement demanding an end to abuse and self-determination. That legacy continues to drive our work today. We are guided by core values of equal access, dignity, independence, accessibility, community integration, rights and safety, and self-determination.

We are working toward a Wisconsin that is accessible and just. We seek team members who are motivated by that mission and ready to make a meaningful impact. In return, we offer a collaborative, mission-driven workplace, supportive colleagues, excellent benefits, and generous leave to support your well-being and success.

Our Programs Include

• Protection & Advocacy for people with disabilities (addressing abuse/neglect, discrimination, and access to services)
• Disability Benefits Specialist program (helping people access Social Security, Medicaid, Medicare, and private insurance)
• Family Care & IRIS Ombudsman program (supporting people to remain in community-based settings)
• Victim Advocacy services for crime victims with disabilities

Position Information

Full Time Equivalent: 40 Hours/week

Reports to: Director of Operations

Rate: $25 - $28 per hour

Location: Madison, WI

Job Hours: 8:30 am - 5:00 pm

Application Deadline: November 30, 2026. The position will remain open until filled.

About This Position

The Administrative Operations Coordinator provides administrative and organizational support across Disability Rights Wisconsin (DRW), working collaboratively with administrative staff in multiple offices to ensure efficient and effective organizational operations. This position oversees administrative functions for the Madison office, supports the Board of Directors and leadership team, and coordinates a variety of organization‑wide administrative processes.

The Administrative Operations Coordinator plays a key role in strengthening internal systems, supporting communication and coordination across teams, managing organizational data and reporting, and advancing continuous improvement efforts that contribute to DRW's mission and overall effectiveness.

Key Responsibilities

• Oversee Madison Office Operations (40%)
• Maintain an orderly, efficient, safe, and secure office environment.
• Coordinate acquisition of office supplies, building and office equipment maintenance as directed.
• Maintain office procedures and requests for clerical support.
• Assist in coordination of new staff orientation and staff office changes, including management of keys and parking passes.
• Plan, manage and support Madison Office meetings.
• Support growth and improvement of office culture.
• Perform General Agency Support (20%)
• Greet visitors and walk‑ins.
• Manage general email and correspondence.
• Manage Agency‑wide Grievance correspondence.
• Manage Agency‑wide requests for interpreter and translation services.
• Manage students and support from partner schools and job support agencies.
• Administrative Support to Leadership Team (15%)
• Scheduling for Executive Director and other Leadership Team Members as requested.
• Coordinate mass mailings (including mail merge).
• Disseminate satisfaction surveys related to DRW services.
• Book travel for leadership as requested.
• Anticipate needs and troubleshoot to support agency‑wide efforts.
• Administrative Support to Board of Directors (10%)
• Serve as the Administrative Support to the Board of Directors and all Committees.
• Attend all board meetings, including two in‑person board meetings per year. Board meetings are held on Saturdays.
• Fund Development Support (10%)
• Enter donations into the donor database and mail receipts.
• General data maintenance.
• Minor support for grant needs.
• Projects (5%)
• As assigned, support or manage projects related to administration.
• General
• As assigned, participate in internal DRW work groups and teams to develop.
• Adhere to all DRW policies and procedures, including but not limited to work hours; timesheets; file maintenance; confidentiality and security.

Qualifications

Required:

• Three+ years of paid in a business environment or related field and/or an associate’s degree in an administrative field.
• Demonstrated ability to work effectively, respectfully, and collaboratively with people from diverse backgrounds, cultures, identities, and lived experiences, including people with disabilities.
• Proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to work independently and effectively as part of a team and manage own workload.
• Demonstrated ability to anticipate needs related to communication and coordination.
• Strong communication skills, including the ability to prepare clear written materials and effectively exchange information with colleagues, board members, and external stakeholders using appropriate and accessible communication methods.
• Ability to maintain confidential and sensitive information with discretion and professionalism.
• Demonstrated commitment to excellent customer service and the ability to build positive working relationships with colleagues, stakeholders, and community members.
• Ability to prioritize, meet deadlines, and pivot as priorities change

Preferred

• Ability to write and/or speak Spanish, Hmong, or ASL as well as English is desired.
• Commitment to Disability Rights Wisconsin’s mission and values, including respect for inclusion, accessibility, and the rights of people with disabilities.

Work Environment and Physical Demands

• Remaining in a stationary position, often standing or sitting for prolonged periods.
• Repetitive motions that may include the wrists, hands, and fingers.
• Communicating internally and externally, both verbally and in writing.
• Must be able to exchange accurate information.
• Rare lifting up to 20lbs

Travel

Some travel required between the Madison and Milwaukee offices and trips to supply or shipping stores.

Benefits

Disability Rights Wisconsin places an unparalleled value on the well‑being of our staff. The following benefits are offered for permanent employees who work 20 or more hours per week.

• Generous employer contribution for individual and family health insurance, plus a Health Reimbursement Account for uncovered health care costs.
• Employer‑provided Short-Term and Long-Term Disability Insurance
• 401(k) Retirement Plan with Employer Contribution
• Flex Spending Account
• Access to affordable, quality: Dental, Vision Coverage
• Additional Life Insurance for the employee, spouse, and children
• Critical Illness Insurance
• Identity Theft
• Pet Insurance
• Public Student Loan Forgiveness: Employment at our organization may qualify you for federal student loan forgiveness programs. We do not directly pay for - nor forgive - federal student loans. However, our status as a not-for-profit organization under Section 501(c)(3) makes us an eligible employer. There may be other factors that determine whether one qualifies. For more information, read the Federal Student Aid Public Service Loan Forgiveness (PSLF) page: studentaid.gov/manage-loans/forgiveness-cancellation/public-service
• Generous Paid Time Off Policies Include: 10 Fixed and 4 Floating Holidays
• Leave time for: Medical and Caretaking
• Leave time for: Vacation
• Leave time for: Personal
• Leave time for: Bereavement Leave
• Additional benefits include the Employee Assistance Program (EAP), Commuter Choice, and Sabbatical Leave.

Equal Employment

We are an equal‑opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status following Title VII of the Civil Rights Act of 1964 and the Americans with Disabilities Act (ADA), and the Uniformed Services Employment and Reemployment Rights Act (USERRA). Our organization is committed to building a culturally diverse and inclusive environment.