Registration Coordinator

OverviewThe 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 execute all aspects of the event registration process, and support and assist with engagement programs by providing excellent customer service to internal and external constituents while supporting the delivery of events that engage UW alumni, donors and university stakeholders. This position will be a combination of remote, in-office, and on-site work environments.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.ResponsibilitiesRegistrationDesign and develop database and event registration set-up in the registration software and CRM. Provide informed consultation on registration tool capabilities. Understand strategies and outcomes of registration needs and set up systems and reports accordingly. Problem solve and provide options to clients for registration user interface and database design. Decide how to best use the registration tool to accomplish client needs, independently or in consultation with the Registration Manager, as appropriate. Build and maintain positive relationships with internal and campus colleagues and work collaboratively to advance university objectives. Facilitate client registrations and update demographic information through multiple channels, including phone, email, online and in person. Make informed judgements about how registration policies may be applied in different client circumstances. Create and provide event reports for internal and external clients. Suggest areas for process improvement and assist in making improvements when appropriate. Registration Revenue and Data ManagementLearn and comfortably use customer relations management (CRM) database and registration tools to support event activities. Process event registrations and payments in accordance with established, required procedures. Reconcile financial reporting of registration with accountingEnsure proper handling and documentation of daily bank deposits. Assist with the processing of daily registration batches and monthly reconciliationAssist with post-event and quarterly event reporting. Respond to registration and receipting related inquiries. Create and update constituent records in the WFAA CRM, including contact information, communication preferences, and other demographic data in accordance with WFAA procedures. Contribute to team effectiveness through knowledge-sharing and proactively identifying process improvements. Constituent RelationsProvide exceptional customer service to alumni, donors and stakeholders, consistent with the WFAA brand. Attend project kick-off meetings; provide insight and expertise on registration set-up; represent the interests of the end-user. Interact with WFAA staff, campus partners, alumni, donors and friends through phone calls or electronic communication, taking their registration, answering their questions or updating their information, including occasional face-to-face contact. Respond promptly and courteously to inquiries from internal and external constituents, taking the initiative to seek information and resolution. Program Delivery Participate with program managers and project teams in the research, design, development and implementation of organization-sponsored activities. Provide input on matching appropriate content and experience to audience and objectives. Attend internal work team meetings and document proceedings as needed. Work collaboratively with teams to review and sign off on marketing pieces for events and programs. Apply alumni engagement metrics to maximize return of programs and events. Create and document program surveys and evaluations. Assist with scheduling and overseeing staff, alumni and student volunteers for event support. Assist with preparation of event material, collateral and details. Provide on-site support during program and event implementation. Event Technology Assist in virtual event production. Troubleshooting platform issues and staying up-to-date on platform trainings and developments. Act as Subject Matter Expert (SME) for virtual event platforms and events. QualificationsRequired 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. Other Qualifications:Experience in non-profit or educational institutionStrong 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. WFAA is committed to provide our employees with an environment that is inspiring, creative and respectful. We offer competitive pay and an excellent benefits program, which includes a 10% 401k contribution after 1 year of service!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.