Program Coordinator, Affinity Programs

The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for UW-Madison, is recruiting for a Program Coordinator to join our Alumni Relations and Engagement Division! This is a hybrid role that will require you to work in our Madison, WI office location at least two days weekly.

The Program Coordinator supports, facilitates and actively participates in 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; project coordination, event preparation, execution, and follow-up; customer service; and constituent relations. This position will work closely with enrichment programs; affinity programs; will support other organization-sponsored events as needed. 

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.
• Serves in a project coordination role for program areas, including facilitating internal work team meetings, material preparation, documentation of proceedings and action items.
• Supports the post-event evaluation process, including development of tools and documenting results.
• Provides customer service to constituents across various programs.
• Applies alumni engagement metrics to maximize return of programs and events.
• Provides support to ensure successful engagement activities, including:
  • Preparing and distributing program materials,
  • Providing on-site support during program and event implementation.
• Maintains a high level of knowledge of organizational processes and standards.
• Communicates collaboratively across different teams and divisions.
• Responsible for organization and inventory of program materials and resources.

Constituent Relations

• Builds and maintains 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, seeks feedback and participation from stakeholders to foster process improvement.
• Communicate regularly with appropriate stakeholders about events and program activities.
• Demonstrates a cooperative and courteous manner in person, and across all communication channels. 
• Positively represents 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 tools 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.
• Perform administrative and general operational tasks as needed to support the business.