Job Opportunity - Program and Outreach Assistant

Thank you for your interest. The application period is now closed.

Bring us your passion for event and program management, ability to handle complex projects and love for customer service. As the Program and Outreach Assistant for the nonprofit Wisconsin Alumni Association, you’ll assist with all logistical aspects of learning and outreach events such as WAA’s annual Grandparents University, First-year Parents Weekend and Alumni Weekend. We want your enthusiasm for serving UW-Madison alumni and friends, ability to participate in a team-oriented work environment, strong customer service and communication skills, excellent organization skills, and a strong understanding of database tools.

Applications will be accepted until 12:00 p.m. on March 23, 2010, or until qualified candidates are identified. EOE

The Program and Outreach Assistant assists with all logistical aspects of WAA’s annual Grandparents University®, First-Year Parents’ Weekend and Alumni Weekend and lifelong learning programs. This position also provides backup and support to outreach staff in event planning, office procedures, and various other duties connected to alumni lifelong learning programs.

This position reports to the Vice President of Programs and Outreach. The Program and Outreach Assistant will also have frequent contact with the Director of Student Relations and other Program and Outreach Assistants.

Classification: 50% appointment

• Assist with the planning and execution of Grandparents University®
• Assist with the planning and execution of First-Year Parents’ Weekend
• Assist with the planning and execution of Alumni Weekend programs
• Provide backup assistance for WAA educational outreach
• Initiate and maintain contact with instructors/speakers and strategic partners, both actual and prospective
• Assist with entry of registration data, and process payments and fulfillments
• Research and arrange event logistics
• Prepare event materials
• Staff events, as appropriate
• Assist with event evaluation and data tracking

• Organize and prepare materials for various staff, faculty and volunteer committees and distribute these materials to committee members
• Maintain filing systems
• Develop presentations for a variety of groups, primarily using PowerPoint software
• Take minutes at committee meetings as assigned and prepare meeting summaries

• Update and maintain various databases for outreach programs
• Use eventsPro to manage logistical event planning, including communications with registrants, preparing registration reports and backing up event registration staff
• Utilize database to track project costs, customer involvements and notes, etc.

• Serve as primary contact for Grandparents University® and First-Year Parents’ Weekend participants
• Assist customers via phone, e-mail, mail and in person

• Complete requests
• Handle special assignments and limited-quantity projects in-house
• Prepare and send mailings to multiple recipients

• Excellent data entry skills and strong understanding of database tools. Experience with multiple database systems preferred
• Word processing and spreadsheet experience
• Ability to work accurately with details
• Strong organization skills for data, computer files and other information
• Ability to handle confidential information
• Ability to handle multiple tasks, deadlines and priorities
• Ability to participate in a team-oriented environment
• Strong customer service, communication and administrative/organizational skills
• Ability to work at WAA events on weekends and evenings
• General knowledge of the University of Wisconsin-Madison

Send a cover letter, resume and 3 work-related references to:

hr-programassistant@uwalumni.com

Human Resources
Wisconsin Alumni Association
650 N. Lake St.
Madison, WI 53706

Electronic applications are preferred and will be accepted until 12:00 p.m. on March 23, 2010, or until qualified candidates are identified. WAA is an equal opportunity employer.