Administrative Program Manager

The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for UW-Madison, is recruiting for an experienced administrative professional to join a team of dynamic alumni relations and engagement professionals and support the Chief Alumni Officer and Executive Director of the Wisconsin Alumni Association (CAO/ED).

The Administrative Program Manager is responsible for assisting the Executive Director in all areas of administration, serving as secretary and volunteer manager of the Wisconsin Alumni Advisory Council, facilitating and managing projects, supporting other members of the alumni relations and engagement leadership team, and donor and member relations and stewardship. The Administrative Program Manager has significant contact with WFAA staff, UW campus senior administration, other campus units, alumni, leaders in the Madison community and alumni executives at peer institutions across the country.

Primary responsibilities include: 

General Administration 

  • Support the CAO / ED in all administrative aspects of the external-facing alumni relations role and internal functions of leading a division, including:
    • Manage a complex calendar including travel arrangements
    • Respond to staff and alumni inquiries
    • Manage correspondence and maintain professional memberships and subscriptions
    • Assist internal colleagues with information requests
    • Coordinate meetings, including logistics and on-site management
    • Create and prepare Power Point presentations
    • Manage contact lists, work the alumni database, submit contact reports
    • General administrative tasks: invoice payments, supplies management, writing and proofreading
    • Assist managing directors of alumni relations and engagement with division-wide projects

Volunteer Management 

  • Manage activity of the volunteer Wisconsin Alumni Advisory Council (WAAC)
    • Establish the schedule of meetings for the WAAC, WAAC Leadership Group, and Nominating Committee
    • With the CAO/ED, develop agendas, organize resources and materials, and secure peakers for board meetings
    • Work with the events team to secure venues, service contracts and make other arrangements for meetings within budget
    • Manage communications from the CAO/ED to the Council
  • As chief liaison with the Council at large, work to strengthen their relationship with WAA and UW, provide them with appropriate resources to enable their orientation of WFAA’s mission and strategic goals, and be responsive to their requests
  • Work closely with WAAC Chair to ensure s/he is well prepared with necessary information in advance of meetings and key events during the year
  • Research candidates for nomination to the Council and assist CAO/ED with volunteer on-boarding and succession planning
  • Support activity of the WAA Board / WAAC Emeriti Group, including communications and activities
  • Serve as Secretary of the WAAC
    • Attend meetings and prepare minutes for Board of Director, Executive Committee, Nominating Committee and various subcommittee meetings
    • Develop Council directory and maintain the Council web site
    • Manage meeting materials in online sharing platform

Program and Project Management 

  • Manage and support stewardship activity for WAA volunteers and donors, including events, correspondence, gifts and recognition
  • Collaborate with WFAA colleagues to support and manage CAO/ED and alumni participation in the Wisconsin Club and other athletic
    events, in season and post-season
  • Serve as point person for alumni representatives to the Athletic Board, and manage communication, onboarding and annual luncheon
  • Facilitate process of collecting and reporting engagement KPI data for the division
  • Lead internal staff recognition committee and manage related activities
  • Manage nominations and work collaboratively with WFAA colleagues on selection process for WAAC members, Athletic Board representatives, Distinguished Alumni Awards and Forward Under Forty Awards
  • Support CAO/ED in co-leadership of the Advancement Committee of the WFAA Board, including preparation of materials, supporting
    committee meetings and related activity
  • At the discretion of the CAO/ED, assume leadership and management for division-wide projects and programs which serve to inform
    and connect alumni

Support a service-oriented atmosphere in accordance with WFAA mission, values and philosophy 

  • Strategic beliefs
    • The University of Wisconsin-Madison has a transforming impact on students, alumni, and society;
    • Authentic, lifelong relationships and engagement with alumni, donors and friends are fundamental to sustaining the reputation and continued success of the University;
    • Philanthropy has an essential and growing importance on the future progress of UW-Madison;
    • The highest level of stewardship and fiduciary responsibility in financial, investment, data and gift administration is vital to maintaining trust with our stakeholders;
    • Diverse views, experiences and perspectives strengthen WFAA and the university community.
  • Organizational values
    • We are serious about delivering results;
    • We work together and with our campus partners as a team;
    • We are committed to alumni, donors, volunteers and others;
    • We are open-minded;
    • We create a positive work environment.

Qualifications: 

  • High school graduate required. Post high school training, college degree, or equivalent preferred;
  • 3 + years of relevant professional work experience in a dynamic, team-orientated environment;
  • Previous experience providing administrative, event planning or logistical support to individuals or teams
  • Excellent verbal and written communication skills;
  • High degree of familiarity with online communities, social media and the Internet;
  • High level proficiency with MS Office products, particularly Word, Excel, PowerPoint and Outlook;
  • Previous database reporting and experience with constituent relationship management software preferred;
  • Creativity, innovation, flexibility and ability to work with loosely defined parameters.

Key Competencies: 

  • Strong organizational, office and business skills
  • Uncompromising attention and commitment to matters of discretion and confidentiality
  • Strong team player who also has the ability to prioritize and work with a high degree of independence;
  • High degree of customer service skills;
  • Ability to work occasional evening and weekend hours to execute meetings and events;
  • Excellent analytical and interpersonal skills;
  • Ability to manage several projects simultaneously, set priorities and meet deadlines;
  • Highly organized, close attention to details, and a willingness to do what it takes to find an answer;

The Administrative Program Manager reports to the Chief Alumni Officer / Executive Director of the Wisconsin Alumni Association. This is a non-exempt position requiring 40 hours per week. Some after-hours and weekend work is required. We offer an excellent work environment as well as competitive pay and benefits.

Please make sure to submit a cover letter and resume in a single attachment.

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