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Program Coordinator

  • Full Time
  • Madison, WI
  • 40000-57000 USD / Year
  • Salary: 40000-57000

Website Wisconsin Foundation and Alumni Associatioon

Helping move the University of Wisconsin - Madison forward.

The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for UW-Madison, is recruiting for a Program Coordinator – Advancement Programs professional to join our Alumni Relations and Engagement Team! 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 occasionally leads 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; event preparation, execution, and follow up; customer service; and volunteer relations. This role will play a key part in WFAA’s engagement strategy for organizational and university advancement objectives. This role will support in-person and virtual engagement programs in key regional areas for alumni and recognized donors, and in select WFAA corporate events such as Grandparents University.

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

Program Delivery

*Participates with program and project teams in the research, design, development, and implementation of engagement initiatives.
*Provides input on matching appropriate content and experience to audience and objectives.
*Serves as a project coordinator: attends internal work team meetings and document proceedings as needed.
*Work collaboratively with teams to review and sign off on marketing pieces for events and programs.
*Applies alumni engagement metrics to maximize return of programs and events.
*Assists with scheduling and overseeing staff, alumni and student volunteers for event support.
*Assist with preparation of event material, collateral and other event details.
*Provides on-site support during program and event execution.

Constituent Relations

*Builds and maintain positive relationships 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, seek feedback and participation from alumni and donors in the design and development of engagement activities.
*Communicate with appropriate stakeholders regarding plans and preparation for events.


*Demonstrate an understanding of and effectively utilize organizational administrative policies, processes and technology tools.
*Learn and comfortably use customer relations management (CRM) database and event registration tool to support program delivery.
*Document program concept, design and development as well as report on outcomes.
*Communicate regularly and professionally with program and event stakeholders.
*Suggest areas for process improvement and assist in making improvements when appropriate.
*Take an active role in the budget maintenance for assigned programs.
*Assists with scheduling and overseeing staff, alumni and student volunteers for event support.


Required Qualifications

*Bachelors Degree or equivalent experience.
*1 + professional experience in a non-profit organization, educational institution or related setting.
*Prior professional experience with program planning, event implementation, constituent relations and/or advancement activities

Other Qualifications

*High degree of proficiency in Microsoft Office (Word, Excel and Outlook) essential.
*Familiarity with constituent and/or registration databases preferred.
*Excellent oral and written skills and strong planning, organization and administrative skills.
*Ability to effectively interact with internal and external clients and constituents of diverse backgrounds.
*Ability to work independently as well as collaborate positively within a team environment.
*Ability to take initiative, demonstrate engagement in projects and meet deadlines.
*Ability to prioritize and manage multiple tasks and maintain a high degree of discretion, tact, poise, professionalism, and diplomacy.
*Work independently as well as collaborate positively within a team environment.

WFAA is committed to provide our employees with an environment that is inspiring, creative and respectful. We offer a competitive salary and an excellent benefits program, which includes a 10% 401k contribution after 1 year of service

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 ( and the Wisconsin Alumni Association ( Its legal corporate name is registered as the University of Wisconsin Foundation.

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