Job Overview
Employment Type
Full-time
Work Schedule
Flexible
Weekend Shifts
Night Shifts
Benefits
competitive pay
401k plan
Health Insurance
Paid Time Off
Professional development opportunities
Job Description
The Wisconsin Foundation and Alumni Association (WFAA) is a private, nonprofit corporation dedicated to fostering philanthropy and engagement within the University of Wisconsin–Madison community. Formed in 2014 through the merger of the UW Foundation and the Wisconsin Alumni Association, WFAA serves as a bridge connecting alumni, donors, and university stakeholders. This unique organization plays a vital role in strengthening the relationships between campus leaders, faculty, program staff, and the vast community of UW–Madison alumni and friends. By facilitating meaningful engagement opportunities and encouraging private support, WFAA actively contributes to the university's mission of academic excellence and community growth.
WFAA embra... Show More
WFAA embra... Show More
Job Requirements
- Bachelor's degree or equivalent work experience
- 1 plus years of events planning or related experience
- Must be able to work flexible hours including nights, weekends and holidays
Job Qualifications
- Bachelor's degree or equivalent work experience
- 1 plus years of events planning or related experience
- Must be able to work flexible hours including nights, weekends and holidays
- 1 plus year experience working in a non-profit or fundraising environment preferred
- Experience with event technology
- Vendor management experience
- High degree of proficiency in Microsoft Office (Word, Excel and Outlook)
- Strong organizational and analytical skills
- Excellent verbal and written communication as well as ability to navigate difficult situations with tact and diplomacy
- Effectively interact with internal and external clients of diverse backgrounds
- work independently and collaborate positively within a team environment
- Ability to work independently as well as collaborate positively within a team environment
- Take initiative, demonstrate engagement and creativity, organized and meet deadlines
- Ability to remain calm under pressure, prioritize and manage multiple tasks and maintain a high degree of discretion, tact, professionalism and diplomacy
Job Duties
- Actively seek to understand and anticipate client needs and apply best practices to provide high-quality experiences to inspire alumni, donors, and friends
- Collaborate with internal program, operations, marketing, and registration teams to meet overall event goals
- Work with the Senior Event Manager to initiate, arrange, and oversee all aspects of event logistics related to constituent experience
- Provide informed event consultation based on research, best practices, and current event trends
- Serve as liaison to vendors and venues and facilitate positive relationships with external partners
- Process event vendor contracts and invoices in accordance with established, required procedures
- Assist with planning and leading events and event-related projects from ideation through to completion
- Attend project kick-off meetings
- provide insight and expertise based on event best practices
- Problem solve and provide solutions to accomplish event needs, independently or in consultation with the Senior Event Manager, as appropriate
- Create and monitor event and meeting related budgets/expenses
- Provide on-site support during event execution
- Assist with scheduling and managing staff, students, campus and alumni employees and volunteers, providing onsite event and meeting support
- Ensure high-quality, professional, and effective events, including troubleshooting problems in a timely manner using tact and discretion
- Work with the Senior Event Manager to coordinate and supervise daily operations
- Assist with the production of virtual events
- Troubleshoot platform issues and stay up-to-date on platform trainings and developments
- Manage a wide variety of inquiries from internal and external clients
- Provide exceptional customer service to internal and external clients
- Respond promptly and courteously to inquiries from internal and external constituents and vendors, taking the initiative to seek information and resolution
- Communicate regularly and professionally with appropriate stakeholders regarding plans and preparation for events
- Adhere to team identified goals to obtain optimal results
- Knowledge of venue/facility management and necessary support requirements
- Document event and meeting activity, and outcomes
- Demonstrate an understanding of and effectively utilize organizational administrative policies, processes, and technology tools
- Monitor and record event data in an appropriate tool or system
- Suggest process improvement areas and assist in implementing them when appropriate
- Execute administrative duties to support the daily functions of the Engagement Operations Team
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Job Qualifications
Experience
Entry Level (1-2 years)
Job Location
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