Operations Coordinator

Jobtailor; Madison (WI); On-site; USD 31,684 - 42,705; Full time

Job summary

The University of Wisconsin-Madison South Madison Partnership is seeking an Operations Coordinator to provide administrative and operational support for the facility, ensuring it is welcoming, functional, accessible, and responsive to campus and community partners.

You will manage daily facility operations, space scheduling, event logistics, technology setup, and front desk services while collaborating with staff, students, vendors, and building partners; this on-site role is full-time, with

Qualifications

• Experience supporting facility operations, events, or administrative functions.
• Experience with room scheduling and reservation systems.
• Experience supporting meetings, conferences, or community events.
• Familiarity with audiovisual systems and hybrid meeting tech.
• Experience coordinating with vendors or building management.
• Experience in community-based, university, nonprofit, or public-serving environments.
• Experience training or directing student staff.

Responsibilities

• Coordinate event bookings and manage room scheduling.
• Support daily facility operations and space readiness.
• Assist with purchasing, invoices, and vendor coordination.
• Provide front desk support and guest services.
• Offer basic tech support for AV and meeting systems.

Skills

Facility operations

Event coordination

Room scheduling

Audiovisual tech

Vendor coordination

Customer service

Staff training

Education

Associate's degree

Tools

AV equipment

Job description

Job Summary

The UW-Madison South Madison Partnership (UWSMP) connects UW-Madison with the South Madison community and works to foster mutually beneficial partnerships that reflect community-identified priorities. The UWSMP Operations Coordinator provides administrative and operational support to the South Madison Partnership facility and assists in implementing operational procedures, facility processes, event logistics, and customer service functions. Working under the direction of the Assistant Director, this position helps ensure that the facility is welcoming, functional, accessible, and responsive to the needs of community and campus partners.

The Operations Coordinator supports daily facility operations, space scheduling, event coordination, technology setup, facility readiness, and administrative processes while collaborating with staff, students, vendors, and building partners.

Key Job Responsibilities

• Event and Reservation Coordination (25%)
  • Coordinate room reservations and scheduling processes.
  • Assist with planning and implementation of meetings, workshops, trainings, and community events.
  • Coordinate room setup, audiovisual equipment, and event logistics.
  • Provide on-site event support and troubleshoot operational issues as needed.
  • Communicate facility policies and procedures to space users.
• Facility Operations and Space Support (30%)
  • Assist with day-to-day facility operations and space management activities.
  • Conduct routine facility walkthroughs and identify maintenance, safety, accessibility, and operational concerns.
  • Coordinate facility service requests and communicate operational issues to the Assistant Director and appropriate service providers.
  • Support room readiness, furniture arrangements, signage, inventory, and space presentation.
  • Maintain facility documentation, operational procedures, and building records.
• Administration and Operational Support (15%)
  • Maintain operational records, reports, scheduling systems, and inventories.
  • Assist with purchasing, invoice processing, supply management, and vendor coordination.
  • Support implementation of operational procedures and workflow improvements.
  • Prepare reports and operational documentation as requested.
• Customer Service and Front Desk Operations (15%)
  • Serve as a point of contact for visitors, community members, and university partners.
  • Provide information regarding facility use, programs, and available resources.
  • Assist with welcoming guests and ensuring a positive user experience.
  • Support onboarding and orientation for facility users and student staff.
• Technology and Equipment Support (15%)
  • Provide basic support for audiovisual equipment, presentation technology, hybrid meeting systems, computers, and room technology.
  • Coordinate technology troubleshooting with campus technology support providers and vendors.
  • Maintain technology inventories and assist with equipment setup and testing.
  • Support users with basic technology orientation and operational guidance.

Qualifications

• Experience supporting facility, operations, events, or administrative functions.
• Experience with room scheduling and reservation systems.
• Experience supporting meetings, conferences, or community events.
• Familiarity with audiovisual systems, hybrid meeting technology, and basic technology troubleshooting.
• Experience coordinating with vendors, service providers, or building management personnel.
• Experience working in a community-based, university, nonprofit, or public-serving environment.
• Experience training or directing student employees or temporary staff.

Education

Associate's degree preferred.

Compensation

$27.00 per hour

Work Type

• Full-time (40 hours per week)
• Core work hours are Monday through Friday, 9:00am-5:00pm.
• Occasional work outside core hours (i.e. early mornings, evenings, weekends) may be required to support operations, events, and programming. Schedule adjustments or flexible work hours may be provided when operationally appropriate.
• This is an on-site position
• This is currently a one year, fixed-term position. The position may be extended in the future, based on operational needs and/or funding.

Contact Information

Kory Breuer, HR Manager, [e-mail]

Institutional Statement on Diversity / EEO Statement

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 Opportunity Employer.

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 backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the 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.