Madison Operations Coordinator

Disability Rights Wisconsin•Monona, WI

19h•$25 - $28•Onsite

About The Position

The Administrative Operations Coordinator provides administrative and organizational support across Disability Rights Wisconsin (DRW), collaborating with administrative staff in multiple offices to support efficient organizational operations. The position oversees administrative functions for the Madison office, supports the Board of Directors and leadership team, and coordinates organization-wide administrative processes. The role also supports internal systems, communication and coordination across teams, organizational data and reporting, and continuous improvement efforts. The coordinator oversees Madison office operations, including maintaining an orderly, efficient, safe, and secure environment; coordinating supplies and equipment maintenance; maintaining office procedures; assisting with staff orientation and office changes; and planning and supporting office meetings. The role also provides general agency support, including greeting visitors, managing general and grievance correspondence, coordinating interpreter and translation service requests, and managing student and partner-agency support. Additional duties include administrative support for the leadership team and Board of Directors, fund development support, and assigned administrative projects. The position is based in Madison, Wisconsin, and requires some travel between the Madison and Milwaukee offices and to supply or shipping stores. Board meetings include two in-person meetings per year, held on Saturdays.

Requirements

Three or more years of paid experience in a business environment or related field and/or an associate’s degree in an administrative field.
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 to manage one’s workload.
Ability to anticipate communication and coordination needs.
Strong communication skills, including preparing clear written materials and exchanging information effectively with colleagues, board members, and external stakeholders using appropriate and accessible methods.
Ability to maintain confidential and sensitive information with discretion and professionalism.
Commitment to excellent customer service and ability to build positive working relationships with colleagues, stakeholders, and community members.
Ability to prioritize, meet deadlines, and adapt as priorities change.
Ability to perform the stated physical demands, including remaining stationary for prolonged periods, repetitive hand and finger motions, communicating and exchanging accurate information, and rare lifting up to 20 pounds.

Nice To Haves

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

Responsibilities

Oversee Madison office operations and maintain an orderly, efficient, safe, and secure office environment.
Coordinate acquisition of office supplies and building and office equipment maintenance as directed.
Maintain office procedures and requests for clerical support.
Assist with new staff orientation and staff office changes, including management of keys and parking passes.
Plan, manage, and support Madison office meetings; support improvement of office culture.
Greet visitors and walk-ins, and manage general email and correspondence.
Manage agency-wide grievance correspondence and requests for interpreter and translation services.
Manage students and support from partner schools and job support agencies.
Schedule meetings for the Executive Director and other Leadership Team members as requested.
Coordinate mass mailings, including mail merge; disseminate satisfaction surveys related to DRW services; and book leadership travel as requested.
Anticipate needs and troubleshoot to support agency-wide efforts.
Provide administrative support to the Board of Directors and its committees, and attend all board meetings, including two in-person Saturday meetings per year.
Enter donations into the donor database, mail receipts, maintain data, and provide minor support for grant needs.
Support or manage assigned administration-related projects and participate in internal DRW work groups and teams as assigned.
Adhere to DRW policies and procedures, including requirements related to work hours, timesheets, file maintenance, confidentiality, and security.

Benefits

Employer contribution toward individual and family health insurance and 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.
Flexible Spending Account.
Dental and vision coverage.
Additional life insurance for the employee, spouse, and children.
Critical illness insurance.
Identity theft coverage.
Pet insurance.
Generous paid time off, including 10 fixed and 4 floating holidays and leave for medical and caretaking needs, vacation, personal time, and bereavement.
Employee Assistance Program (EAP).
Commuter Choice.
Sabbatical leave.
Potential eligibility for federal Public Service Loan Forgiveness programs through employment at a qualifying not-for-profit organization; the employer does not directly pay or forgive student loans.