What are the responsibilities and job description for the Operations Support Specialist position at Wisconsin Foundation and Alumni Association?
The Wisconsin Foundation and Alumni Association (WFAA)—the private fundraising and alumni relations organization for the University of Wisconsin–Madison—is hiring two Operations Support Specialists to join our Operations team. This is a full-time Limited Term Employment (LTE) position with the potential to convert to a full-time, benefited role. This position will work onsite, located at 1848 University Avenue in Madison, WI.
The Operations Support Specialist is a multifaceted position responsible for ensuring smooth back-office operations, exceptional front desk service, efficient mailroom and shipping coordination, reliable executive administrative support, and outstanding customer service. This role plays a key part in maintaining organizational efficiency, supporting departments across the organization, and upholding high standards of professionalism and service.
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.
Essential Functions
Required Qualifications:
The Operations Support Specialist is a multifaceted position responsible for ensuring smooth back-office operations, exceptional front desk service, efficient mailroom and shipping coordination, reliable executive administrative support, and outstanding customer service. This role plays a key part in maintaining organizational efficiency, supporting departments across the organization, and upholding high standards of professionalism and service.
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.
Essential Functions
- Reception & Communications: Welcome visitors and staff; answer, screen, and route phone calls; respond to email inquiries; and maintain a professional, service-oriented front desk environment.
- Operations & Department Support: Provide day-to-day operational and logistical support across departments, including special projects and coverage based on changing priorities.
- Mailroom, Shipping & Receiving: Sort and distribute mail and packages; coordinate couriers; prepare, track, and ship outgoing items; receive deliveries, verify contents, and facilitate timely distribution.
- Executive Administrative Support: Provide administrative support to the executive team, including document preparation, scheduling support as needed, and general office coordination.
- CRM Case Entry: Create case records in the internal CRM for CDP address and contact updates based on returned mail; ensure accuracy and maintain confidentiality.
- Supplies, Storage & Common Areas: Monitor and order office supplies; maintain organized storage areas and inventory; and stock/maintain break rooms and common areas.
- Campus Errands: Complete on-campus deliveries between buildings, transporting documents, supplies, and equipment as requested.
- Printing Production Support: Manage high-volume print jobs and troubleshoot basic printer issues to ensure timely, high-quality output.
- Help Center Ticket Management: Monitor, prioritize, and resolve help center tickets promptly; communicate status updates and ensure timely completion.
Required Qualifications:
- 6 months experience in an office administration, operations, or a similar support role.
- Valid driver’s license
- Strong organizational and multitasking skills, with the ability to prioritize and manage a high volume of tasks.
- Excellent communication and interpersonal skills; professional demeanor and customer service orientation.
- Proficiency with office software (Microsoft Word, Excel, Outlook), CRM systems, and printing equipment.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Attention to detail and commitment to accuracy in all responsibilities.
- Physical ability to move between buildings, carry office supplies, and handle packages.
- Adaptability to changing priorities and willingness to assist with a variety of tasks.