IT/AV Program Coordinator

University of Wisconsin Madison•Madison, WI

1d•Onsite

About The Position

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.

Requirements

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.

Nice To Haves

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.

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.