Outreach Program Assistant

The In-State Programming Assistant will be a full-time employee of the Wisconsin Alumni Association® in the Program and Outreach Unit. The position will provide planning, registration and staffing support for Alumni Lifelong Learning, UW for You, and other WAA-based educational outreach programs that occur throughout Wisconsin, and may also provide periodic support to other program and outreach efforts at WAA. This position reports primarily to the Senior Director for State Relations, and secondarily to the Senior Director for Lifelong Learning.

• Research and arrange event logistics
• Process event registration and payments in a database
• Collaborate with internal work teams
• Communicate with external audiences
• Prepare event materials
• Perform administrative and marketing tasks related to events
• Assist with program data tracking and faculty outreach tracking
• Attend and staff events as necessary, involving some travel in Wisconsin
• Other duties as assigned

• Support the planning and delivery of WAA educational outreach events, specifically those related to the Alumni Lifelong Learning and UW for You programs.
• Initiate and maintain contact with instructors/speakers, both actual and prospective.
• Enter registration data, process payments and do fulfillments.
• Research and arrange event logistics.
• Prepare event materials.
• Staff events, as appropriate.
• Assist with event evaluation and data tracking.

• Submit events to calendars
• Update Web sites
• Attend marketing kickoff meetings as appropriate
• Participate in the job jacket review process

• Collect and compile program data
• Collect and compile faculty outreach data
• Assist with updating marketing plans
• Assist with preparing grants and annual reports
• Track expenditures
• Track work activities in time studies
• Participate in regular All-Staff, Unit and Team meetings
• Participate in Staff Training and Staff Development activities

• Clerical work related to event delivery
• Attending meetings
• Participating on WAA committees
• Staffing corporate events

• Personable and professional demeanor
• Effective communication with colleagues, faculty/staff, alumni and vendors
• Proficient in Microsoft Office Suite programs
• Organized, detail-oriented and able to follow through
• Flexible and team-oriented
• Comfortable with fast-paced, semi-autonomous environment
• Interest in lifelong learning and educational programs

• Event planning and management
• Working with faculty and instructors
• Working with an audience of alumni
• Active use of registration and relational databases