Engagement Program Coordinator

Wisconsin Foundation and Alumni Association•Madison, WI

3h•Hybrid

About The Position

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.

Requirements

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.

Nice To Haves

Availability to work flexible hours, including evenings and weekends.
This position requires some moving and carrying of event materials up to 25 pounds.

Responsibilities

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.