Program Associate - Philanthropy and Alumni Engagement - 15441

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INTRODUCTION:

The Office of Philanthropy and Alumni Engagement seeks a Program Associate (University Services Program Associate).

JOB DUTIES:

The University Services Program Associate provides administrative and programmatic support to the staff members in the Office of Philanthropy and Alumni Engagement. These responsibilities will be handled with a high level of administrative support and attention to detail. The individual holding this position must possess excellent communication and interpersonal skills and produce high-quality, welcoming experiences for alumni, friends and donors. In addition to maintaining a positive public relation, tact and discretion must be exercised in dealing with confidential and sensitive issues.

The normal working hours for the office are 7:45 am to 4:30 pm, Monday through Friday. Attendance at pre-scheduled special events is required, including occasional Saturday and evening events.

QUALIFICATIONS:

Minimum Qualifications:

• Associates Degree OR three (3) years of relatable experience

Desired Qualifications:

• Bachelors Degree

Knowledge, Skills and Abilities:

• Strong written and oral communication skills
• Expert problem-solver and organized thinker with exceptional attention to detail
• Ability to proactively evaluate and anticipate the workflow of projects and activities
• Ability to juggle different tasks simultaneously and prioritize projects efficiently is necessary
• Demonstrated proficiency in computer technologies including Microsoft Office, especially Excel, Word and Outlook, and familiarity using mail merge and label-making software. Experience with Raiser’s Edge or a similar database is preferred
• Excellent organizational skills and an ability to prioritize
• A commitment to customer service and the ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills

RESPONSIBILITIES:

50%   A. Special Event and Meeting Coordination

1. Actively participate on event coordination teams to establish event goals and delegate responsibilities appropriately.
2. Take the lead in event management including but not limited to room reservations and set up, catering orders, invitations and registration, print materials, décor and entertainment, and invoice processing.
3. Coordinate mailing projects including working with Foundation staff to develop appropriate list segmentation, coordinate printing, and oversee material assembly and postage.
4. Coordinate event related marketing or print materials.
5. Create packets for annual meetings including materials, nametags, etc.
6. Take minutes at meetings as necessary; prepare and distribute minutes and other reports as required.
7. Maintain accurate, current event and meeting files and documents.
8. Act as a representative of the Philanthropy and Alumni Engagement team at events.

25%   B. Operational and Administrative Support

1. Provide excellent customer service for office visitors, phone and e-mail inquiries.
2. Hire, train and supervise student employees.
3. Develop and implement office procedures and processes as appropriate.
4. Maintain on-line calendars, monitor and order supplies, revise office procedural materials, maintain an efficient filing system, assist team members with mailings, etc.
5. Coordinate efforts with appropriate Foundation staff to maintain accurate, current information in the Raiser’sEdge database.
6. Provide administrative guidance and support to the Alumni Relations and Development team as necessary.

25%   C. Program Support

1. Coordinate the Alumni Mentor Program and other alumni/donor programs as assigned in partnership with the Alumni Program Coordinator.
2. Maintain accurate program information, including alumni and student records, program materials, survey results, etc.
3. Address alumni and student inquiries and help address problems to encourage positive program interactions, including assisting with the student orientation.
4. Maintain strong relationships with program liaisons in the colleges to encourage student recruitment and assist with the match process.
5. Coordinate Alumni Mentor Program reception(s).
6. The Program Associate is expected to perform other duties as assigned.

CAMPUS INFORMATION:

UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions, 13 freshman-sophomore branch colleges, and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. Founded in 1868, the University of Wisconsin-Whitewater Campus and Rock Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per UPS Operation Policy: TC1, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.

TO ENSURE CONSIDERATION:

Applications received by May 22, 2019 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1024 or hrstudent@uww.edu.

For questions regarding the position, please contact:

Keri Schroeder
Alumni Program Coordinator
schroedk@uww.edu
262-472-1187

HOW TO APPLY:

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Resume/CV
• Cover Letter/Letter of Interest
• Three Professional/Supervisory References

This Job ID is 15441.

Who Are You?

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater Internal Applicants

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