Registration Coordinator

About the role

The 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.

Responsibilities

• Provide insight and expertise to internal and external clients on registration design.
• Provide informed consultation on registration tool capabilities.
• Audits the needs of internal and external clients, offering consultation and solutions.
• Set up systems and reports in various platforms to deliver accordingly.
• Represent the interests and needs of the end user.
• Design and develop complex database and event registration sites in the registration software and CRM.
• Make informed judgments about how to apply registration policies in different client circumstances.
• Facilitate registrations in the registration system, process payments in the financial system, and update constituent data in the enterprise CRM.
• Set and maintain planning timelines in collaboration with program owners and the project management team.
• Learn and comfortably use a variety of project and customer service management tools to track planning steps and facilitate work across WFAA divisions.
• Serve as the liaison between the WFAA legal team and program leaders on legal requirements for events.
• Provide exceptional customer service to internal and external constituents, responding promptly and courteously to inquiries and taking the initiative to seek information and resolution.
• Fulfill registration materials for respective engagement activities.
• Facilitate post-event communication and the evaluation process across divisions.
• Learn and comfortably use customer relations management (CRM) database and registration tools to support event activities.
• Create and update constituent records in the WFAA CRM, including contact information, communication preferences, and other demographic data in accordance with WFAA procedures.
• Apply alumni engagement metrics to advise on optimizing the return of programs and events.
• Create, program surveys and evaluations, and facilitate the event evaluation process.
• Aid in post-event and quarterly event reporting.
• Participate with project teams and provide input on the design, development, and implementation of organization-sponsored engagement activities.
• Collaborate with program leaders to determine the best solutions for on-site registration, event attendance gathering.
• Attend internal work team meetings and document proceedings as needed.
• Participate in unit strategic planning.
• Develop documentation and assist in training staff members on the registration system.
• Contribute to team effectiveness through knowledge-sharing and proactively identifying process improvements.
• Provide on-site support during program and event implementation as needed.
• Assist with scheduling and overseeing staff, alumni, and student volunteers for event support.
• Aid in the preparation of event material and collateral.
• Process event registrations and payments in accordance with established, required procedures.
• Reconcile the financial reporting of registration with accounting.
• Ensure proper handling and documentation of bank deposits.
• Aid in the processing of daily registration batches and monthly reconciliation.
• Respond to registration payment and receipting-related inquiries.
• Provide informed virtual event consultation based on research, best practices, and current virtual engagement trends.
• Act as Subject Matter Expert (SME) for virtual event platforms and events.
• Assist in virtual event production (VEP), including but not limited to: A/V set up, Video editing, On-site testing with livestream vendors, Facilitating virtual rehearsals with internal and external stakeholders.
• Create and manage interactive polls, Q&As, and presentations.
• Identify and respond to platform issues and stay up-to-date on platform trainings and developments.
• Aid Virtual Event Producers by offering continued training and support on platform and industry updates.
• Collaborate across teams to manage and distribute a/v supplies as needed per event.

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.
• Proficiency in Microsoft Office, Excel, Outlook, and Word, specifically.
• Willing and able to work evenings and weekends, and possibly to travel.
• Strong 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.
• Basic accounting or data processing knowledge.
• Experience providing strong Internal and external customer service.
• Experience in virtual event platforms preferred.
• Experience in audio/video editing is a plus.

Benefits

At WFAA, we are dedicated to creating an inspiring, creative, and respectful work environment for our employees. We offer competitive pay and an outstanding benefits program, including a generous 10% 401k contribution after just one year of service!

Join us and be part of a team that values your growth and well-being. Click here to learn more about our employee benefits!