Program Coordinator, Alumni Relations and Engagement (Limited Term Employment)

The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for the UW-Madison, is seeking a Program Coordinator, Alumni Relations and Engagment! This is a full time (40 hours/week)) Limited Term Employment (LTE) position beginning January 2025 through January 2026.

The Program Coordiantor supports the organization's Travel Program, which offers a variety of domestic and international tours for UW alumni, friends, and families. Responsibilities include providing customer support to travelers, collaborating with internal teams and external partners on program development and delivery, project management, and program reporting. The position will also support the Program Director in collecting and managing key performance indicators (KPI) and help develop and produce regular reports to measure program effectiveness. The position will also support other program areas across the division. This is a hybrid role and will require you to work in the office at least two days weekly. 

Who is WFAA?
The Wisconsin Foundation and Alumni Association 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.  

Program Delivery

• Participates with program and project teams in the research, design, development and implementation of organization-sponsored engagement activities.
• Attends and helps facilitate internal work team meetings, including material preparation and documentation of proceedings.
• Support the design, process and analysis of evaluation surveys and other data collection tools to gauge alumni satisfaction and program impact.
• Creates and documents program surveys and evaluations.
• Provides customer service to alumni across various programs.
• Assists with scheduling and overseeing staff, alumni and student volunteers for event support.
• Assist and lead with preparing and distributing program material, collateral and details.
• Provides on-site support during program and event implementation.
• Receive and respond to program inquiry messages and redirect inquiries to the appropriate staff members.
• Maintain a high level of knowledge of organizational processes and standards.
• Communicate collaboratively across different teams and divisions.
• Responsible for upkeep, cleanliness, and coordination of program areas; maintain literature and information.

Constituent Relations

• 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 alumni, WAA members and donors to foster process improvement.
• Communicate with appropriate stakeholders regarding plans and preparation for events and program activities.
• Demonstrate a cooperative and courteous manner in person, by email, social or by phone.
• 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 (Salesforce CRM) database and event registration tool to support program delivery.
• Complete assembly and mailing projects.
• Monitor program email account; draft routine correspondence as needed
• 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.
• Assists with scheduling staff, alumni and student volunteers for even/activity support.
• Assist in general operational tasks as needed.