Program Specialist, Pipeline and Identification Programs

The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for UW–Madison, is recruiting for a Program Specialist – Pipeline and Identification Programs to join our Alumni Relations and Engagement Team. 

Want to join a fun and fast-paced team that’s serious about delivering engagement results? As a Program Specialist, you will be part of a team that designs and implements engagement touchpoints for alumni and donors to advance the University of Wisconsin–Madison. This role is a key project coordination position, ensuring smooth execution and alignment across multiple engagement initiatives. They will also be responsible for virtual event production, customer service, as well as post-event reporting and follow-ups. This position will work collaboratively with internal and external stakeholders on WFAA-driven advancement programs designed to identify new donors, build the donor pipeline, and support select corporate UW & WFAA events such as Grandparents University. This is a hybrid role that requires you to work weekly in our Madison, WI office location.

Just as the university community benefits from differing viewpoints, perspectives, and experiences, inclusion and diversity are imperative for the success of our mission. WFAA values people and the differences that they bring to the organization, and creates an environment in which all staff members and constituents feel respected and have opportunities to thrive.  

• Participate with program and project teams in the research, design, development, and implementation of engagement initiatives.
• Serve as a project coordinator: draft agendas, attend team meetings, and document proceedings to keep planning schedules.
• Work collaboratively with teams to review and sign off on marketing pieces.
• Assist with preparation of event material, collateral, and other event details.
• Provide on-site support during program and event execution.
• Supports the post-event evaluation process, including reconciliation and documenting results.

• Provides exceptional customer service to internal and external clients.
• Builds and maintain positive relationships and works collaboratively to advance university objectives.
• Responds promptly and courteously to inquiries from internal and external constituents, taking the initiative to seek information and resolution. 

• Project management software experience; Adobe Workfront preferred.
• CRM software experience; Salesforce preferred.
• Serve as a team project coordinator and take responsibility for facilitating meetings, developing the agendas in collaboration with stakeholders, taking minutes and identifying and following up on action items. 
• Create and own shared space where decisions, work, and documentation can be centrally located and are easily accessible to ensure all information is shared and understood.
• Manage status check-ins for all members of a project to ensure timelines are met.

• Demonstrate effective use of multiple event and meeting technologies (StreamYard, Zoom).
• Serve as a virtual event producer (VEP), which includes
• Set-up of virtual events
• Facilitation of virtual rehearsals with internal and external stakeholders and
• Facilitation of live virtual events
• Identify and respond to platform issues and staying up to date on platform trainings and developments.
• Coordinate speaker needs with project lead and teams.

• This position is a hybrid role and will require you to work in the office at least two days weekly.
• This position requires some moving and carrying of event materials up to 25 pounds.
• Availability to work flexible hours, including evenings and weekends.
• May also require occasional travel in and out of state for event staffing.

• Customer service experience.

• High degree of proficiency in Microsoft Office (Word, Excel, and Outlook). 

• CRM software and project management software experience preferred.

• Excellent oral and written skills and strong planning, organization, and administrative skills.
• Ability to effectively interact with internal and external clients and constituents of diverse backgrounds.
• Ability to work independently as well as collaborate positively within a team environment.
• Ability to take initiative, demonstrate engagement in projects, and meet deadlines.
• Ability to prioritize and manage multiple tasks and maintain a high degree of discretion, tact, poise, professionalism, and diplomacy.

At WFAA, we are dedicated to creating an inspiring, creative, and respectful work environment for our employees. We offer competitive pay and an outstanding benefits program, including a generous 10% 401k contribution after just one year of service! Join us and be part of a team that values your growth and well-being. Click here to learn more about our employee benefits! 

The Wisconsin Foundation and Alumni Association is an Equal Opportunity Employer *The Wisconsin Foundation and Alumni Association (advanceuw.org) is the “doing business as” name of the merged organization comprising the University of Wisconsin Foundation (supportuw.org) and the Wisconsin Alumni Association (uwalumni.com). Its legal corporate name is registered as the University of Wisconsin Foundation.