Program Coordinator, Alumni Communities

The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for UW–Madison, is seeking a dynamic Program Coordinator to support alumni engagement efforts for alumni communities and chapters in the U.S. and internationally.

In this role, you will support and facilitate the planning and implementation of events and activities that engage UW–Madison alumni and friends with the university and each other. That includes serving as project coordinator for divisionally sponsored events and activities. Additionally, you will serve as a constituent relations contact for alumni volunteer leaders. This is a hybrid position that will require you to work on-site at our Madison, WI, office at least two days per week.

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.  

Administration 

• Utilize organizational processes and technology tools to implement tasks and programs.
• Use the CRM and event registration platforms to manage constituent data and support program delivery.
• Generate CRM reports and dashboards to inform program planning and performance tracking.
• Support the development of program concepts, design, and development, and reporting on outcomes.
• Actively use project management tools to document progress in tactic execution.
• Communicate regularly and professionally with program and event stakeholders.
• Suggest process improvement areas and assist with implementing them when appropriate.
• Track program expenses in a spreadsheet for designated events and activities.
• Coordinate, attend, and help facilitate internal team meetings, including preparing materials and documenting proceedings.
• Prepare and ship mailing supplies and materials, including assembling packets and coordinating postage.

Program Delivery

• Serve as the coordinator for program and project teams in the research, design, development, and implementation of organization-sponsored events, meetings, and other activities.
• Use alumni engagement metrics to enhance the effectiveness of programs and events.
• Create and document program surveys and evaluations.
• Collect KPI data for quarterly reporting.
• Conduct secondary research to identify and compile biographical backgrounds on constituents, companies, and industry sectors.
• Assist with preparing event materials, collateral, and logistical details.
• Provide on-site support during program and event implementation, including coordinating with local partners to plan and execute trips, events, transportation, and day-of logistics.

Constituent Relations 

• Serve as a resource and support for alumni volunteer leaders.
• Under the direction of the supervisor and managing director, identify, develop, and implement regular communication tactics to foster a strong alumni network.
• Build and maintain positive relationships with campus and community colleagues and work collaboratively to advance university objectives.
• Provide exceptional customer service to internal and external clients.
• Respond promptly and courteously to inquiries from internal and external constituents, taking the initiative to seek information and resolution.
• When possible, seek feedback and participation from alumni, WAA members, and donors in designing and developing engagement activities.
• Communicate with appropriate stakeholders regarding plans and preparation for events.