Facilities Coordinator

About this role

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title: Facilities Coordinator

Job Category: Academic Staff

Employment Type: Regular

Job Profile: Facilities Planner

Job Duties: The Facilities Coordinator supports the effective planning, management, and utilization of university facilities and physical spaces. This position coordinates space inventory and planning systems, analyzes space utilization and facilities data, and provides recommendations to support the efficient use and development of indoor and outdoor university facilities. The Facilities Coordinator works collaboratively with Facilities leadership, campus partners, architects, engineers, contractors, and other stakeholders to coordinate space assignments, facility improvements, project documentation, and planning initiatives consistent with university policies and the Campus Master Plan.

Key responsibilities include maintaining accurate building and space records, including architectural drawings, floor plans, room inventories, equipment and furniture layouts, and assignable square footage; serving as the system owner for space management platforms; and coordinating updates to as-built documentation with architects, engineers, and contractors. The position reviews space requests, develops test fits and facility options, evaluates potential space assignments, and investigates future development opportunities based on unit facility plans and the Campus Master Plan.

The Facilities Coordinator also coordinates small- to mid-size facilities projects, supports larger capital projects through documentation and space-impact tracking, and provides facilities data and reporting for university and UW System submissions. This position serves as a liaison between Facilities trades and external design professionals, coordinates project documentation and work requests, and helps resolve facilities-related issues.

Additionally, the Facilities Coordinator ensures facility planning and space assignments align with applicable accessibility requirements, safety codes, campus design standards, and established room configuration, signage, and naming conventions. Success in this role requires strong analytical, organizational, communication, and project coordination skills, as well as the ability to manage detailed facilities data and collaborate effectively with a wide range of campus and external stakeholders.

Hybrid remote work may be available after the successful completion of the initial training period. Please note that the remote work policy is subject to change at the discretion of the department or university.

Universities of Wisconsin also offers an extremely competitive benefits package for 2026 that includes: • Health plans, currently starting at $45 per month.

• 176 hours of vacation per year (prorated for start date).

• 36 hours of personal holiday, and 9 legal holidays (prorated for start date).

• 176 Hours of sick leave for first 18 months. After this period, employees can earn up to 96 hours per fiscal year. Accumulates without limit and does not expire.

• Paid parental leave after six months of continuous employment.

• Wisconsin Retirement System (pension) with 7.2% employer contribution for 2026.

All employment benefits are subject to change. A full list of current benefits and eligibility requirements can be found on our website.

Key Job Responsibilities: • Reviews, evaluates, approves, and provides recommendations for facility improvements, space assignments, and proposals utilizing best practices and established policies and procedures

• Investigates options for potential future development based on unit facility master plans and the overall Campus Master Plan

• Analyzes, audits, and updates facility records

• Schedules logistics and secures resources and information to identify, assign, and acquire space for institutional use

• Reviews space requests and models test fits and facility options for massing, scale, and impact to university facilities per the Campus Master Plan

Department: Facilities

Compensation: Starting at $65,000 and commensurate with experience

Required Qualifications: • Associates Degree

• Experience maintaining facility records, architectural drawings, space inventories, or coordinating facilities-related projects.

• Experience using Computer Aided Design (CAD) software such as AutoCAD.

• Experience working with databases, spreadsheets, and reporting tools to maintain accurate records and produce reports.

• Demonstrated ability to manage multiple projects and priorities simultaneously.

• Strong written, verbal, and interpersonal communication skills with the ability to work effectively with technical and non-technical stakeholders.

• Demonstrated attention to detail and commitment to data accuracy.

Preferred Qualifications: • Bachelor's Degree

• At least 2 years experience maintaining facility records, architectural drawings, space inventories, or coordinating facilities-related projects.

• Experience in higher education, government, healthcare, or institutional facilities environments.

• Experience conducting space utilization analysis, space audits, and facilities planning activities.

• Experience coordinating renovation, relocation, or facilities improvement projects.

How to Apply: Applicants must submit the following documents using the online application: • Resume

• Cover Letter

*Please use your application materials to speak to each of the qualifications for this position as listed above. Be sure to describe your relevant experience and areas of expertise, using specific examples from your work and education history. Applicants must complete all required fields and attach all required documents prior to submitting the online application.

All final candidates will be asked to provide names, email contact information, and/or phone numbers for thr

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