Customer Relations and Operations Specialist Wisconsin Foundation and Alumni Association; WFAA

The Customer Relations and Operations Specialist plays a critical role in delivering exceptional customer service while supporting key operational and administrative functions across the organization. Serving as a primary point of contact at the front desk, this position ensures a welcoming, professional, and service-oriented experience for all visitors, staff, and external partners. This is an on-site position, Monday through Friday, 8:00 a.m.–5:00 p.m.

In addition to front desk and reception responsibilities, the role provides executive administrative support and contributes to a wide range of operational projects that support organizational effectiveness. The successful candidate will bring a strong customer-service mindset, attention to detail, and the ability to manage multiple priorities in a dynamic environment.

Customer relations is the central thread throughout this role—shaping how services are delivered, how constituents and colleagues are supported, and how the organization is represented every day.

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.

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.

• Serve as a primary front desk and reception desk staff member, providing exceptional customer service as the first point of contact for visitors, alumni, donors, vendors, and staff—both in person and via phone and email.
• Greet and assist visitors in a professional, welcoming, and knowledgeable manner; contact appropriate personnel upon arrival or direct guests as needed.
• Manage front desk coverage and staffing schedules in coordination with the Operations Manager to ensure consistent and reliable reception services.
• Maintain a clean, organized, and professional front desk and public-facing environment, including literature displays and shared spaces.
• Demonstrate organizational values and brand standards through all customer interactions and communication channels.
• Independently manage a wide variety of inquiries, redirecting or resolving requests with accuracy, discretion, and courtesy.

• Provide administrative support for executive and senior staff, including drafting correspondence, preparing reports, creating mailings, and assisting with document preparation.
• Support assembly, printing, and mailing projects for leadership and organizational initiatives.
• Assist with scheduling, coordination, and logistical details related to executive or cross-functional needs, as assigned.
• Maintain confidentiality and professionalism when handling sensitive information or communications.

• Provide operational support across the organization, assisting with special projects, cross-functional initiatives, and temporary assignments as needed.
• Support mailroom and shipping operations, including sorting, distributing, and processing incoming and outgoing mail and packages.
• Assist with inventory tracking and ordering for office supplies, storage areas, and shared resources.
• Support printing operations, including high-volume jobs and basic troubleshooting of equipment.
• Perform campus and inter-office errands, delivering documents,…