Campus Operations Assistant at Feeding America Eastern Wisconsin – Appleton, Wisconsin

The Campus Operations Assistant supports the safe, efficient, and audit-ready operation of the Appleton campus, helping ensure staff, volunteers, and partners can effectively carry out Feeding America Eastern Wisconsin’s mission to solve hunger. This role coordinates vendor activities and preventive maintenance scheduling, maintains facility documentation, and supports compliance with food safety and regulatory standards. Serving as the first point of contact at the front desk, the Assistant creates a welcoming and professional first impression for visitors, volunteers, donors, and staff while routing incoming calls and directing inquiries appropriately. As a key operational support position, this role helps maintain a secure, organized, and well-functioning environment.

• Coordinate daily vendor activities, including scheduling, follow-up, and verification of completed facility work.
• Escalate complex facility, safety, or operational issues to the Facilities & Standards Manager or Operations leadership as appropriate.
• Communicate directly with service providers to resolve delays, clarify expectations, and confirm completion of work and escalate concerns to Facilities and Standards Manager.
• Partner with Operations leadership to schedule, track, and document recurring preventive maintenance for all campus systems, including HVAC, refrigeration, plumbing, electrical, warehouse equipment, furnishings, fleet vehicles, and exterior grounds.
• Maintain accurate preventive maintenance calendars and task trackers, and ensure organized facility documentation, including service records, integrated pest management logs, inspections, warranties, permits, and regulatory compliance documentation, is maintained in shared systems to support audits and inspections.
• Monitor freezer and cooler temperature alarm systems; serve as backup contact for after-hours alerts related to equipment failures, power outages, and building emergencies.
• Assist with food safety, sanitation, OSHA-aligned safety practices, and inspection readiness to maintain an audit-ready facility.
• Coordinate on-site vendor and contractor visits, supporting compliance with safety and operational standards.
• Track company vehicle check-in/check-out processes and schedule preventive maintenance.

Campus Experience & Front Desk Support:

• Serve as the first point of contact for the campus, helping create a safe, secure, and welcoming environment for visitors, volunteers, donors, and staff.
• Support visitor check-in procedures and maintain visitor logs in accordance with facility safety protocols.
• Answer and route incoming calls to appropriate departments.
• Receive in-person food donations with professionalism and adherence to food safety procedures.
• Receive and route incoming mail, packages, and deliveries.
• Monitor cleanliness and organization of common areas, including the lobby, mailroom, and kitchen.
• Maintain inventory of basic facility and office supplies and notify leadership when reordering is needed.
• Perform other duties as assigned.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Minimum Qualifications:

• Commitment to understand and support FAEW’s mission, vision, and effective actions to end food insecurity and its causes.
• Respect for the people FAEW serves and commitment to learn the causes of their food insecurity and need.
• Excellent communication skills and the ability to work collaboratively with cross-functional teams.
• High school diploma or equivalent related experience.
• Less than 1 year of experience in facilities support, operations, administrative coordination, or related responsibilities.
• Ability to follow established procedures to maintain facility according to standards.Ability to follow established procedures and work under general supervision. Basic proficiency with Microsoft Office or similar systems used for tracking maintenance schedules and documentation.
• Demonstrate the ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be open-minded of differing opinions and views.
• A positive, team-oriented mindset with a "can-do" approach to supporting the organization, demonstrating cross-functional collaboration and a focus on developing solutions.
• Ability to work safely following FAEW safety procedures.
• Ability to work at a fast pace with highlevel of accuracy and attention to detail.

Physical and Mental Demands:

While performing the duties of this job, the employee is frequently required to sit, walk, bend, twist, climb, reach above shoulders, kneel, squat, sit, stand, talk and/or hear, and/or use hands to lift, handle, or touch objects, tools, or controls. The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

Protective Clothing Required: Close-toed shoes.

Work is performed in an office and warehouse environment. The noise level in the work environment is usually moderate to high. The work environment characteristics described here are representative of those an individual encounter while performing the essential functions of this position.

Feeding America Eastern Wisconsin, Inc. is an equal opportunity employer. FAEW prohibits discrimination against any applicant or employee on the basis of age, race, color, creed, religion, disability, sex, marital status, sexual orientation, national origin, ancestry, citizenship, arrest or conviction record, veteran status, or any other characteristic protected by applicable law.