What are the responsibilities and job description for the Engagement Program Coordinator position at Wisconsin Foundation and Alumni Association?
The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for UW-Madison, is recruiting for an Engagement Program Coordinator to support Alumni Relations and Engagement!
The Engagement Program Coordinator provides operational, logistical, communications, and customer relations support for engagement programs and initiatives across the organization. This position coordinates program implementation, constituent engagement activities, project workflows, event logistics, communications processes, and administrative operations.
The coordinator serves as a key liaison among internal teams, volunteers, constituents, campus partners, vendors, and external stakeholders while ensuring successful execution of programs, events, and cross-functional initiatives. This role supports project management, customer service operations, communications coordination, process improvement efforts, and administrative systems that advance organizational goals. 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.
Program Operations and Delivery
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.
The Engagement Program Coordinator provides operational, logistical, communications, and customer relations support for engagement programs and initiatives across the organization. This position coordinates program implementation, constituent engagement activities, project workflows, event logistics, communications processes, and administrative operations.
The coordinator serves as a key liaison among internal teams, volunteers, constituents, campus partners, vendors, and external stakeholders while ensuring successful execution of programs, events, and cross-functional initiatives. This role supports project management, customer service operations, communications coordination, process improvement efforts, and administrative systems that advance organizational goals. 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.
Program Operations and Delivery
- Partners with program leaders and project teams to coordinate planning, implementation, and ongoing operational support for engagement programs and initiatives.
- Maintains project plans, timelines, schedules, and task tracking systems to ensure successful program execution.
- Supports program application, nomination, registration, selection, or participation processes as assigned.
- Coordinates materials, resources, and participant communications necessary to support program operations.
- Monitors project progress, tracks deliverables, and follows up with stakeholders regarding outstanding tasks and deadlines.
- Assists with program evaluation, assessment, and continuous improvement efforts by utilizing alumni engagement metrics.
- Cultivates positive constituent and campus partner experiences through responsive communication and proactive problem solving.
- Provides onsite event support, troubleshooting, setup, and participant assistance as needed.
- Coordinates event-related vendors, contractors, volunteers, and service providers.
- Assists with presentation materials, briefing documents, signage, supplies, and event communications.
- Supports registration processes, attendee communications, accommodations, transportation needs, event materials, and onsite operations.
- Serves as a point of contact for constituent inquiries, requests, and service concerns.
- Supports administration of shared communication channels, customer service tools, databases, and related operational systems.
- Maintains accurate records, documentation, correspondence, reports, and program files.
- Assists with implementation of business processes, administrative procedures, and operational best practices.
- Identifies process improvement opportunities and helps implement solutions that improve efficiency and constituent experience.
- Supports budgeting, expense tracking, purchasing, invoicing, fulfillment activities, and other administrative needs as assigned
- Delivers exceptional customer service to both internal and external constituents.
- Responds promptly, courteously, and thoroughly to inquiries, taking initiative to find information and resolve issues.
- Coordinates project workflows and communication among internal teams, volunteers, vendors, and external stakeholders.
- Supports development, review, distribution, and implementation of program-related communications and marketing materials.
- Assists with audience coordination, participant tracking, reporting requests, and information management activities.
- Schedules meetings, prepares agendas and materials, tracks action items, and maintains project documentation.
- Develops presentations, reports, briefing materials, and other resources to support organizational objectives.
- Collaborates across departments to support strategic initiatives and organizational priorities.
- Bachelor’s degree or equivalent combination of education and experience.
- 1 year(s)’ experience coordinating complex programs, events, projects, or engagement initiatives
- Valid driver’s license.
- Proficiency with Microsoft Office Suite (e.g., Word, Excel, Outlook).
- Experience with project management software and workflow tools.
- Experience using CRM systems, event registration platforms, and communication management tools.
- Experience supporting customer service operations or constituent relations functions.
- Experience coordinating multiple projects simultaneously in a deadline-driven environment.
- Strong project management and coordination skills.
- Exceptional organizational skills and attention to detail.
- Ability to manage multiple priorities simultaneously.
- Strong written and verbal communication skills.
- Ability to build effective working relationships with diverse stakeholders.
- Sound judgment, discretion, and professionalism.
- Initiative and ability to independently identify and resolve problems.
- Ability to learn and effectively utilize business systems and technology tools.
- Availability to work flexible hours, including evenings and weekends.
- This position requires some moving and carrying of event materials up to 25 pounds.
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.