IT/AV Program Coordinator

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Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Administrative Specialist

Job Summary:

The IT/AV Program Coordinator provides operational and administrative coordination for the unit’s information technology (IT) and audiovisual (AV) programs. The position coordinates purchasing, equipment lifecycle management, AV event logistics, records, and related administrative activities.

Working with unit staff, campus partners, vendors, and other stakeholders, the position coordinates requests and timelines, maintains accurate records, monitors equipment and purchasing activities, and ensures technology and AV resources are available when needed. The position exercises independent judgment within established university and unit policies and procedures, resolves routine operational issues, and recommends process improvements.

Key Job Responsibilities:

• Develops and maintains procedures, templates, checklists, and other program documentation.

• Coordinates meetings and follow-up activities and prepares reports, presentations, spreadsheets, correspondence, and other program materials.

• Provides onsite logistical coordination or basic operational assistance as assigned and refers advanced technical issues to appropriate staff.

• Maintains event calendars, planning milestones, checklists, room information, vendor contacts, and other event documentation.

• Tracks deadlines, renewals, deliveries, requests, and other operational commitments and coordinates onboarding and offboarding logistics involving technology.

• Identifies administrative and service-process improvements and recommends practical solutions.

• Provides administrative and operational support for IT/AV programs, projects, meetings, and service activities, including managing intake channels, calendars, records, and routine communications.

• Produces routine inventory, lifecycle, purchasing, and replacement reports to support operational and budget planning.

• Coordinates event logistics, including room access, equipment availability and delivery, setup and testing schedules, staffing, vendor participation, and pre-event walkthroughs or rehearsals.

• Monitors warranties and replacement schedules, supports physical inventories, and reconciles discrepancies between recorded and actual equipment.

• Identifies and recommends improvements to asset tracking, lifecycle processes, documentation, and reporting.

• Coordinates equipment deployment, refreshes, reassignment, return, surplus, and retirement activities with technical staff, departmental contacts, purchasing, and property-control functions.

• Maintains accurate inventory and lifecycle records for technology assets, including acquisition, assignment, location, status, warranties, licenses, replacement schedules, transfers, and disposition.

• Tracks purchases from requests through delivery, coordinating with vendors, campus purchasing, receiving, financial, and technical staff to resolve routine issues.

• Coordinates the procurement of IT/AV equipment, software, supplies, warranties, and related services, including reviewing requests, obtaining quotes, and preparing purchasing documentation.

• Maintains accurate purchasing, vendor, warranty, licensing, and transaction records and assists with invoice and procurement-card documentation.

• Coordinates audiovisual requirements for meetings, presentations, conferences, ceremonies, workshops, and other events by gathering and documenting event, room, equipment, accessibility, and support needs.

• Maintains purchasing procedures, standard configurations, vendor information, and related documentation.

• Communicates changes and coordinates resolution or escalation of technical, scheduling, resource, and vendor issues.

• Assists staff with standard equipment options and refers requests requiring technical design, exceptions, or specialized expertise to appropriate IT/AV staff.

Department:

UW-Madison, College of Computing and Artificial Intelligence, Information Technology

Compensation:

The minimum salary is $60,000; negotiable based on qualifications and experience.

Employees in this position can expect to receive benefits such as:

• Generous vacation, holidays, and paid time off
• Competitive insurances and savings accounts
• Retirement benefits

Required Qualifications:

• Experience coordinating administrative, purchasing, inventory, technology, audiovisual, event, or operational activities.

• Ability to organize and prioritize multiple requests, deadlines, purchases, assets, and events.

• Strong attention to detail and commitment to accurate records.

• Effective written and verbal communication skills.

• Ability to work independently within established policies and procedures.

• Ability to collaborate effectively with technical and administrative staff, vendors, customers, and other stakeholders.

• Experience using common productivity tools, including email, calendaring, word processing, spreadsheets, and shared documentation systems.

• Ability to identify problems, gather relevant information, and appropriately resolve or escalate issues.

• Commitment to responsive and professional customer service.

Preferred Qualifications:

• Experience with IT or AV purchasing and vendor coordination.

• Experience maintaining equipment inventories or asset lifecycle records.

• Experience coordinating AV support for meetings, conferences, presentations, or public events.

• Familiarity with common IT/AV equipment, including computers, displays, projectors, microphones, videoconferencing, streaming, and control systems.

• Experience using purchasing, ticketing, inventory, project-tracking, or event-management systems.

• Familiarity with public-sector or higher-education purchasing, property control, accessibility, records management, or information-security requirements.

• Experience developing procedures, checklists, reports, dashboards, or process documentation.

Education:

Bachelor's Degree Preferred Minimum

How to Apply:

For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.

To apply for this position, select either “I am a current employee” or “I am not a current employee” under Apply Now. You will then be prompted to upload your application materials.

Important: The application has only one attachment field. Upload all required documents in that field, either as a single combined file or as multiple files in the same upload area.

Upload required documents:

• A cover letter detailing how your qualifications and experiences align with the responsibilities of the position.
• Resume

Please note that reference checks will be conducted for finalists. Applicants selected to proceed in the selection process will be notified directly. All applicants will receive notification once a final selection has been made and the search is complete.

Conditions of Appointment: This is a 100% Academic Staff appointment. Salary will be assigned within the appropriate range, commensurate with the candidate's qualifications and experience. An excellent benefits package is also included. 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:

Meghan Cobb

[email protected]

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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 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.