Program Coordinator – Advancement Programs

WFAA is recruiting for a Program Coordinator – Advancement Programs professional to join our Alumni Relations and Engagement Team!

The Program Coordinator will be responsible for designing and implementing engagement touchpoints for alumni and donors in key regional areas, in support of organizational and university advancement objectives. This position will plan, prepare for, and execute events, they will also be responsible for customer service as well as post event reporting and follow-ups. This position will work collaboratively with internal and external stakeholders including campus, and alumni and donors on WFAA driven advancement programs and select corporate events.

Essential Job Functions

Program Delivery

  • Participates with program leaders and project teams in the research, design, development and implementation of organization-sponsored activities.
  • Applies alumni engagement metrics to maximize return of programs and events.
  • Attends, participates in, and sometimes leads internal work team meetings and documents proceedings as needed.
  • Provides input on matching appropriate content and experience to audience and objectives.
  • Create program briefs that state clear intent and goals of programs and drive the creative direction for marketing tactics.
  • Work collaboratively with teams to review and sign off on marketing pieces for events and programs.
  • Creates and documents program surveys and evaluations.
  • Assists with scheduling and overseeing staff, alumni and student volunteers for event support.
  • Assist with preparation of event material, collateral and details.
  • Provides on-site support during program and event implementation.

Constituent Relations

  • Builds and maintain positive relationships with campus and community colleagues and works collaboratively to advance university objectives.
  • Provides exceptional customer service to internal and external clients.
  • Responds promptly and courteously to inquiries from internal and external constituents, taking the initiative to seek information and resolution.
  • Whenever possible, seek feedback and participation from alumni, WAA members and donors in the design and development of engagement activities.
  • Communicate with appropriate stakeholders regarding plans and preparation for events.


  • Demonstrate an understanding of and effectively utilize organizational administrative policies, processes and technology tools.
  • Learn and comfortably use customer relations management (CRM) database and event registration tool to support program delivery.
  • Document program concept, design and development as well as report on outcomes.
  • Communicate regularly and professionally with program and event stakeholders.
  • Suggest areas for process improvement and assist in making improvements when appropriate.
  • Take an active role in the budget maintenance for assigned programs.
  • Assists with scheduling and overseeing staff, alumni and student volunteers for event support.


  • 2 + years experience in professional setting related to non-profit or educational institution.
  • Experience planning events and working with volunteers and donors is preferred.
  • Computer Skills: High degree of proficiency in Microsoft Office (Outlook, Word, PowerPoint, and Excel) essential. Familiarity with constituent and/or registration databases preferred.

Other Qualifications

  • 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.
  • Work independently as well as collaborate positively within a team environment. Experience working with membership programs and constituencies through programs, events, and volunteer activities a plus.

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