ITAV Program Coordinator

The IT/AV Program Coordinator provides operational and administrative coordination for the units 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.

• 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.

UW-Madison College of Computing and Artificial Intelligence Information Technology

The minimum salary is $60000; 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

• 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.

• 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.

Bachelors Degree Preferred Minimum

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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 candidates 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.

Meghan Cobb

Relay Access (WTRS): 7-1-1. SeeRELAYSERVICEfor further information.

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