Development Program Specialist — Center for Healthy Minds

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 responsible for planning and executing development programs on behalf of the Center for Healthy Minds. Responsibilities for this position include donor and campus relations, stewardship, prospect management, and office administration. The Development Program Specialist has significant contact with faculty, staff, alumni, and other donors to the University.

Essential Functions:

Donor and Campus Relations (45%)

  • Serve as primary liaison to campus partners, working to build mutually beneficial relationships, improve communication and collaborative teamwork, and increase campus understanding of the development process.
  • Coordinate fund administration process, including all activities related to the creation, documentation, notification, review, and stewardship of unit funds.
  • In coordination with events team, plan, implement, and manage all aspects of events designed to identify and cultivate new prospects and build relationships with existing donors. Ensure that appropriate data is entered into ABE during event follow-up.
  • Actively participate in meetings and other activities with campus partners that support unit development efforts.
  • Provide development staff with materials as requested in preparation for donor visits and appropriate follow-up in CRM, etc.
  • Assist development staff with donor visits to campus, including on-site logistics, greeting and hosting guests, and responding to miscellaneous needs as they arise.
  • Respond to donor and campus questions regarding unit gifts and funds, identifying those inquiries, requests, or issues that require additional review and action (as necessary).
  • Assist development staff with the preparation, signature routing, and final distribution of gift legal documentation (e.g. Memoranda of Agreements, Fund Operation Agreements, Pledge Agreements, etc.) in accordance with established WFAA business processes.

Stewardship (20%)

  • Prepare gift, milestone, and other acknowledgements for assigned team members.
  • Coordinate and distribute routine gift reports.
  • Coordinate and manage the gift impact reporting.
  • Work with development staff to assist in reviewing and implementing new opportunities for donor engagement.
  • Work with the business intelligence team as needed, refine and customize donor lists for special mailings, invitations, donor recognition, etc.
  • Assist directors of development with other prospect and donor stewardship activities as required.

Prospect Data Management (15%)

  • Pull BI self-service reports. Work with unit prospect pool identified by the research and prospect management team to assist development staff in qualification and portfolio management.
  • Work in collaboration with unit prospect development analyst and development staff to ensure portfolios are accurate and up to date.
  • Maintain contact updates, donor biographic information, and other constituent management duties.
  • Work with Research to request profile and capacity information.
  • Maintain advisory board memberships, donor recognition society memberships, and other affiliated groups (if applicable).

Office Administration (20%)

  • Coordinate the direct mailing of solicitations, announcements, event invitations and provide development support for advanced administrative needs when necessary or appropriate (i.e. scheduling meetings with multiple constituents and various needs requirements, etc.).
  • Serve as a resource for development staff on portfolio management best practices, including how to use ABE and ARW.
  • Suggest and assist with area for process improvement and implementation.

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.


  • High school graduate required. Post high school training, college degree, or equivalent preferred.
  • Minimum of 3 years of experience in an office setting.
  • High degree of proficiency in Microsoft Office (especially Word and Excel) experience required.
  • Previous database reporting and experience with constituent relationship management software preferred.
  • Excellent oral and written skills.
  • Exhibits high-level aptitudes in managing multiple tasks, advanced office and administrative management skills.
  • Keen attention to detail.
  • Ability to interact well with all internal and external constituents in an entrepreneurial environment.
  • Strong team building skills.
  • Ability to work independently.

This is a non-exempt position requiring 40 hours per week. We offer an excellent work environment as well as competitive pay and benefits.

To apply please submit cover letter and resume in a single attachment.

Apply Now

Please contact Human Resources if you have any questions at Application deadline is December 10.