Registration Coordinator

The Wisconsin Foundation and Alumni Association (WFAA) is recruiting for a Registration Coordinator to join the Alumni Relations and Engagement Team.

The Registration Coordinator serves as a subject‑matter expert on project teams for WFAA engagement activities. The role assesses the needs of internal and external clients, offers consultation and solutions, and provides expertise in event registration, database management, and event technology. Responsibilities include leveraging event data analysis and reporting to inform decision‑making, optimize processes, and enhance planning, evaluation, and execution of all engagement activities.

This hybrid position requires working in our Madison, WI, office at least two days a week.

• Provide insight and expertise to clients on registration design, tool capabilities, and system setup.
• Apply registration policies appropriately across client circumstances.
• Facilitate registrations, process payments, and update constituent data in the CRM.
• Set and maintain planning timelines with program owners and the project management team.
• Use project and customer service management tools to track planning steps.
• Liaise with the legal team on event legal requirements.
• Deliver exceptional customer service to constituents, responding promptly and courteously.
• Prepare registration materials for engagement activities.
• Facilitate post‑event communication and evaluation across divisions.

• Use the CRM and registration tools to support event activities.
• Create and update constituent records, including contact information and demographic data.
• Apply alumni engagement metrics to advise on program and event returns.
• Program surveys and evaluations and facilitate the event evaluation process.
• Assist with post‑event and quarterly event reporting.

• Participate with project teams and contribute to design, development, and implementation of engagement activities.
• Collaborate with program leaders on on‑site registration and attendance gathering solutions.
• Attend internal work‑team meetings and document proceedings.
• Participate in unit strategic planning.
• Develop documentation and train staff on the registration system.
• Identify and implement process improvements.
• Provide on‑site support during program and event implementation.
• Assist with scheduling and overseeing staff, alumni, and student volunteers for event support.
• Help prepare event materials and collateral.

• Process event registrations and payments following established procedures.
• Reconcile registration financial reporting with accounting.
• Handle and document bank deposits.
• Process daily registration batches and monthly reconciliation.
• Respond to registration payment and receipting inquiries.

• Provide virtual event consultation based on research and best practices.
• Act as SME for virtual event platforms.
• Assist in virtual event production, including A/V setup, video editing, livestream vendor testing, rehearsals, interactive polls, Q&A, and presentations.
• Identify and resolve platform issues and stay updated on platform trainings.
• Collaborate across teams to manage and distribute A/V supplies per event.

• Minimum 2 years of professional experience in a related field.
• Experience working with registration and constituent relations databases.
• Proficiency with Microsoft Office (Excel, Outlook, Word).
• Willingness and ability to work evenings, weekends, and travel as needed.

• Strong organizational and analytical skills.
• Excellent communication skills.
• Ability to interact effectively with diverse backgrounds.
• Capability to work independently and collaboratively.
• Ability to manage multiple tasks with discretion.
• Knowledge of academic environment structure is helpful.
• Basic accounting or data processing knowledge.
• Experience providing strong internal and external customer service.
• Experience with virtual event platforms preferred.
• Experience in audio/video editing is a plus.

The position offers competitive pay and an outstanding benefits program, including a generous 10% 401(k) contribution after one year of service.

The Wisconsin Foundation and Alumni Association is an Equal Opportunity Employer.