Virtual Event Planner Jobs in Wisconsin (NOW HIRING)

The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for the University of Wisconsin–Madison, is recruiting for a Registration Coordinator to join the Alumni Relations and Engagement Team!

The Registration Coordinator serves as a subject matter and functional expert on project teams for WFAA engagement activities. Assesses the needs of internal and external clients, offering consultation and solutions, while providing expertise in event registration, database management, and event technology. Leverages event data analysis and reporting to inform decision-making, optimize processes, and enhance the planning, evaluation, and seamlessly execute on all engagement activities.  This hybrid position will require you to work in our Madison, WI, office at least two days a week. 

Registration Services

• Provide insight and expertise to internal and external clients on registration design.
• • Provide informed consultation on registration tool capabilities.
  • Understand strategies and outcomes of client registration needs and set up systems and reports in various platforms to deliver accordingly.
  • Represent the interests and needs of the end user Design and develop complex database and event registration sites in the registration software and CRM.
• Make informed judgments about how to apply registration policies in different client circumstances.
• Facilitate registrations in the registration system, process payments in the financial system, and update constituent data in the enterprise CRM.
• Set and maintain planning timelines in collaboration with program owners and the project management team.
• Learn and comfortably use a variety of project and customer service management tools to track planning steps and facilitate work across WFAA divisions.
• Serve as the liaison between the WFAA legal team and program leaders on legal requirements for events.
• Provide exceptional customer service to internal and external constituents, responding promptly and courteously to inquiries and taking the initiative to seek information and resolution.
• Fulfill registration materials for respective engagement activities.
• Facilitate post-event communication and the evaluation process across divisions.

Registration Data Management 

• Learn and comfortably use customer relations management (CRM) database and registration tools to support event activities.
• Create and update constituent records in the WFAA CRM, including contact information, communication preferences, and other demographic data in accordance with WFAA procedures.
• Apply alumni engagement metrics to advise on optimizing the return of programs and events.
• Create, program surveys and evaluations, and facilitate the event evaluation process.
• Assist with post-event and quarterly event reporting.  

Engagement Activity Planning and Delivery 

• Participate with project teams and provide input on the design, development, and implementation of organization-sponsored engagement activities.
• Collaborate with program leaders to determine the best solutions for on-site registration, event attendance gathering.
• Attend internal work team meetings and document proceedings as needed.
• Participate in unit strategic planning.
• Develop documentation and assist in training staff members on the registration system.
• Contribute to team effectiveness through knowledge-sharing and proactively identifying process improvements.
• Provide on-site support during program and event implementation as needed.
• Assist with scheduling and overseeing staff, alumni, and student volunteers for event support.
• Assist with the preparation of event material and collateral.

Registration Revenue Management 

• Process event registrations and payments in accordance with established, required procedures.
• Reconcile the financial reporting of registration with accounting.
• Ensure proper handling and documentation of bank deposits.
• Assist with the processing of daily registration batches and monthly reconciliation.
• Respond to registration payment and receipting-related inquiries.

 Event Technology Support

• Provide informed virtual event consultation based on research, best practices, and current virtual engagement trends.
• Act as Subject Matter Expert (SME) for virtual event platforms and events.
• Assist in virtual event production (VEP), including but not limited to:
  • A/V set up
  • Video editing
  • On-site testing with livestream vendors
  • Facilitating virtual rehearsals with internal and external stakeholders.
  • Creating and managing interactive polls, Q&As, and presentations.
• Identify and respond to platform issues and staying up-to-date on platform trainings and developments.  
• Assist Virtual Event Producers by offering continued training and support on platform and industry updates.
• Collaborate across teams to manage and distribute a/v supplies as needed per event.

Required Qualifications:

• 2 + years of experience in a professional setting in a related field.
• Experience working with registration and constituent relations databases or a related database.
• Proficiency in Microsoft Office, Excel, Outlook, and Word, specifically.
• Willing and able to work evenings and weekends, and possibly to travel

 Other Qualifications:

• Strong organizational and analytical skills.
• Excellent communication skills.
• Ability to effectively interact with people of diverse backgrounds.
• Ability to work independently as well as collaborate positively within a team environment.
• Manage multiple tasks and maintain a high degree of discretion.
• Prior work experience and/or knowledge of academic environment structure is helpful.
• Basic accounting or data processing knowledge
• Experience providing strong Internal and external customer service.
• Experience in virtual event platforms preferred.
• Experience in audio/video editing is a plus

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! 

Who is WFAA?
The Wisconsin Foundation and Alumni Association is a private, nonprofit corporation that encourages individuals and organizations to make gifts to the university and to connect with the UW. In 2014, the UW Foundation merged with the Wisconsin Alumni Association® to better serve a growing population of UW alumni and donors. We believe that private support grows out of good relationships between campus leaders, faculty and program staff who need support, and the alumni and friends who want to invest in UW–Madison. We provide important engagement opportunities to link UW–Madison alumni to each other and to their alma mater, building a strong community of Badgers.

Diversity and Inclusion:

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.  

The Wisconsin Foundation and Alumni Association is an Equal Opportunity Employer *The Wisconsin Foundation and Alumni Association 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.