Outreach Program Manager

Universities of Wisconsin • Menomonie, WI

1d

About The Position

The Outreach Program Manager performs comprehensive administrative, program development, and event management functions that support Educational Pathways and Outreach (Continuing Education and Conferences) and/or UW–Stout academic content areas. The role manages the full lifecycle of outreach programming—including conception, development, logistics, delivery, and evaluation—while collaborating with faculty, staff, external partners, and professional networks. The manager leads multiple concurrent events (in person, virtual, hybrid), oversees program operations, and ensures high-quality learner and client experiences. Official UW Title Code (OE008) / Job Description Outreach Program Manager

Requirements

• Bachelor’s degree.
• Experience managing events and/or educational outreach programs (event management experience from a variety of industries accepted).
• Strong oral, written, and interpersonal communication skills.
• Ability to work collaboratively in a team environment.
• Ability to understand and support the needs of adult learners.

Nice To Haves

• Master’s degree.
• Experience with university-based continuing education programs or contract training (professional associations, business/industry).
• Experience with event management technologies, CRM systems, project management tools, and registration/event platforms.

Responsibilities

• Conference & Event Planning and Production (Approx. 60%) Develop local, regional, and global outreach programs including conferences, seminars, workshops, institutes, and special events. Planning & Pre-event Preparation, manage all aspects of developed programs using comprehensive tools (e.g., Cvent, Genius CE) for event creation, registration management, CRM tracking, reporting, and email communications. Lead planning for multiple concurrent events across formats (in person, virtual, hybrid), creating timelines, run-of-show documents, staffing plans, and operational workflows. Logistics, Venue, and Production, manage logistics including venue reservations, room setups, attendee flow, signage, accessibility, catering, A/V production, livestreaming/recording, and vendor services. Registration & Attendee Experience, manage registration systems and communication workflows (confirmations, reminders, updates). Serve as primary point of contact for clients, presenters, partners, and attendees, ensuring professional, responsive service. Financial Management, develop and monitor event budgets, track forecasts, and conduct billing reconciliation with audit-ready documentation. Support or lead vendor negotiations and contracting in alignment with university purchasing policies.
• Program Support, Reporting & Continuous Improvement (Approx. 30%) Coordinate speaker logistics including content needs, technical requirements, travel details, and onsite preparation. Collaborate with marketing/communications teams to support promotion, event pages, outreach messaging, and post-event surveys. Track attendance, satisfaction, financial performance, and operational outcomes; prepare post-event reports and improvement recommendations. Maintain accurate and complete event files (contracts, orders, invoices, timelines, floor plans, run-of-show documents). Use appropriate technologies and tools to support program development and execution (e.g., project management systems, CRM, event platform tools, etc.).
• Other Duties as Assigned (Approx. 10%)

Benefits

• The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.
• Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/
• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

What This Job Offers

• Job Type: Full-time
• Career Level: Manager