Program Coordinator, Alumni Relations and Engagement

Overview

The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for UW-Madison, is recruiting for a Program Coordinator to support Alumni Relations and Engagement! The Program Coordinator supports, facilitates and occasionally leads planning and implementation of events and activities which engage UW alumni and friends with the university and each other. Responsibilities include collaborating with internal teams and external (campus and community) partners on program content development; event preparation, execution, and follow up; customer service; and volunteer relations. This position will work closely with diverse alumni engagement programs; identity-based affinity groups; enrichment programs; will support other corporate events as needed. This is a hybrid role that will require you to work in our Madison, WI office location at least two days weekly.

Who is WFAA?

The Wisconsin Foundation and Alumni Association (WFAA) is a private, nonprofit corporation that encourages individuals and organizations to make gifts to the university and to connect with the UW. In 2014, the UW Foundation merged with the Wisconsin Alumni Association® to better serve a growing population of UW alumni and donors. We believe that private support grows out of good relationships between campus leaders, faculty and program staff who need support, and the alumni and friends who want to invest in UW–Madison. We provide important engagement opportunities to link UW–Madison alumni to each other and to their alma mater, building a strong community of Badgers.

Diversity and Inclusion:

Just as the university community benefits from differing viewpoints, perspectives, and experiences, inclusion and diversity are imperative for the success of our mission. WFAA values people and the differences that they bring to the organization, and creates an environment in which all staff members and constituents feel respected and have opportunities to thrive.  

Essential Functions

Program Delivery

• Participates with program and project teams in the research, design, development and implementation of organization-sponsored engagement activities.
• Serves in a project coordination role for program areas, including facilitating internal work team meetings, material preparation and documentation of proceedings.
• Supports the post-event evaluation process, including. development of tools and documenting results
• Provides customer service to constituents across various programs.
• Provides support to ensure successful engagement activities, including:
  • Scheduling and overseeing event volunteers.
  • Preparing and distributing program materials,
  • Providing on-site support during program and event implementation.
• Maintain a high level of knowledge of organizational processes and standards.
• Communicate collaboratively across different teams and divisions.
• Responsible for organization and inventory of program materials and resources.
• Communicate collaboratively across different teams and divisions.
• Responsible for organization and inventory of program materials and resources.

Constituent Relations

• Serves as resource and support for alumni volunteer leaders
• Builds and maintain positive relationships with campus and community colleagues and works collaboratively to advance university objectives
• Provides exceptional customer service to internal and external clients.
• Responds promptly and courteously to inquiries from internal and external constituents, taking the initiative to seek information and resolution.
• Whenever possible, seek feedback and participation from stakeholders foster process improvement.
• Communicate regularly with appropriate stakeholders about events and program activities.
• Demonstrate a cooperative and courteous manner in person, and across all communication channels.
• Positively represent WFAA and the university to internal and external constituencies.

Administration

• Demonstrate an understanding of and effectively utilize organizational and administrative policies, processes and technology tools.
• Foster a culture of continuous improvement by analyzing lessons learned, implementing best practices, and adapting project management processes based on feedback and insights.
• Learn and comfortably use customer relations management (CRM) database and event registration tool to support program delivery.
• Actively use project management tools to document progress in tactic execution.
• Communicate regularly and professionally with program and event/activity stakeholders.
• Suggest areas for process improvement and assist in making improvements when appropriate.
• Take an active role in the budget maintenance for assigned programs.

Qualifications

Required Qualifications:

• Bachelor’s degree or equivalent experience.
• 1+ year(s)’ experience in a professional setting.
• Experience in customer service
• Effective communication skills
• High degree of proficiency in Microsoft Office (Outlook, Word, PowerPoint, and Excel).

Other Qualifications:

• Understanding of critical issues, challenges, and opportunities relative to diversity in higher education.
• Demonstrated success engaging diverse constituent populations through programs, events, volunteer activities and/or advocacy efforts.
• Demonstrated success with fostering and sustaining diverse constituent networks.
• Demonstrate strong attention to detail and accuracy in work.
• Experience working in non-profit, event planning and/or mission-driven environments preferred.
• Ability to work independently and with a team
• High degree of time management, administrative, and interpersonal communication skills.

WFAA is committed to provide our employees with an environment that is inspiring, creative and respectful. We offer a competitive salary and an excellent benefits program, which includes a 10% 401k contribution after 1 year of service

The Wisconsin Foundation and Alumni Association is an Equal Opportunity Employer *The Wisconsin Foundation and Alumni Association is the “doing business as” name of the merged organization comprising the University of Wisconsin Foundation (supportuw.org) and the Wisconsin Alumni Association (uwalumni.com). Its legal corporate name is registered as the University of Wisconsin Foundation.