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. The Registration Coordinator serves as a subject matter and functional expert on project teams for WFAA engagement activities.

Responsibilities

• Assess the needs of internal and external clients, offering consultation and solutions, while providing expertise in event registration, database management, and event technology.
• Leverage event data analysis and reporting to inform decision-making, optimize processes, and enhance the planning, evaluation, and seamless execution of all engagement activities.
• Provide insight and expertise to internal and external clients on registration design, provide informed consultation on registration tool capabilities, and understand strategies and outcomes of client registration needs.
• Create and update constituent records in the WFAA CRM, including contact information, communication preferences, and other demographic data in accordance with WFAA procedures.
• Manage planning timelines in collaboration with program owners and the project management team, and learn and comfortably use a variety of project and customer service management tools to track planning steps and facilitate work across WFAA divisions.
• Represent the interests and needs of the end user, represent the interests and needs of the end user, and 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 and 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, and apply alumni engagement metrics to advise on optimizing the return of programs and events.
• Develop documentation and assist in training staff members on the registration system, contribute to team effectiveness through knowledge-sharing and proactively identifying process improvements, and provide on-site support during program and event implementation as needed.
• Afford assistance with scheduling and overseeing staff, alumni, and student volunteers for event support and assist with 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, assist with the processing of daily registration batches and monthly reconciliation, and 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, including A/V set up, video editing, on-site testing with livestream vendors, facilitating virtual rehearsals with internal and external stakeholders, creating and managing interactive polls, Q&As, and presentations, identify and respond to platform issues, and stay up-to-date on platform trainings and developments.
• Afford assistance with 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.

Requirements

• 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.

Qualifications

• 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!