Madison Operations Coordinator

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

1.   Oversee Madison Office Operations (40%)

a.  Maintain an orderly, efficient, safe, and secure office environment.

b.     Coordinate acquisition of office supplies, building and office equipment maintenance as directed. 

d.     Maintain office procedures and requests for clerical support.

e.      Assist in coordination of new staff orientation and staff office changes, including management of keys and parking passes.

f.       Plan, manage and support Madison Office meetings.

g.     Support growth and improvement of office culture. 

2.   Perform General Agency Support (20%)

a.    Greet visitors and walk-ins. 

b.    Manage general email and correspondence.

c.    Manage Agency-wide Grievance correspondence.

d.    Manage Agency-wide requests for interpreter and translation services. 

e.    Manage students and support from partner schools and job support agencies. 

3.   Administrative Support to Leadership Team (15%)

a.    Scheduling for Executive Director and other Leadership Team Members as requested. 

b.     Coordinate mass mailings (including mail merge).

c.     Disseminate satisfaction surveys related to DRW services.  

d.    Book travel for leadership as requested. 

e.     Anticipate needs and troubleshoot to support agency-wide efforts. 

4.   Administrative Support to Board of Directors (10%)

a.    Serve as the Administrative Support to the Board of Directors and all Committees. 

b.    Attend all board meetings, including two in-person board meetings per year. Board meetings are held on Saturdays. 

5.   Fund Development Support (10%) 

a.    Enter donations into the donor database and mail receipts. 

b.    General data maintenance.

c.     Minor support for grant needs.

6.   Projects (5%) 

a.    As assigned, support or manage projects related to administration. 

7.   General 

a.    As assigned, participate in internal DRW work groups and teams to develop. 

b.    Adhere to all DRW policies and procedures, including but not limited to work hours; timesheets; file maintenance; confidentiality and security.    

Qualifications

Required:

1.    Three+ years of paid in a business environment or related field and/or an associate’s degree in an administrative field.  

2.    Demonstrated ability to work effectively, respectfully, and collaboratively with people from diverse backgrounds, cultures, identities, and lived experiences, including people with disabilities. 

3.    Proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, Teams, and SharePoint. 

4.    Ability to work independently and effectively as part of a team and manage own workload. 

5.    Demonstrated ability to anticipate needs related to communication and coordination. 

6.    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.

7.    Ability to maintain confidential and sensitive information with discretion and professionalism. 

8.    Demonstrated commitment to excellent customer service and the ability to build positive working relationships with colleagues, stakeholders, and community members. 

9.    Ability to prioritize, meet deadlines, and pivot as priorities change

Preferred:

9.    Ability to write and/or speak Spanish, Hmong, or ASL as well as English is desired. 

10.