Engagement and Events Officer

About this role

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title: Engagement and Events Officer

Job Category: Academic Staff

Employment Type: Terminal (Fixed Term)

Job Profile: Alumni Relations Specialist

Job Duties: The Engagement & Events Officer is responsible for executing engagement initiatives that connect the UW-Stout Foundation & Alumni Association as well as UW-Stout Polytechnic with alumni, donors, supporters and friends. This role focuses on the implementation of outreach efforts that create meaningful experiences, strengthen relationships and encourage ongoing involvement.

Working collaboratively with Advancement colleagues, campus partners, volunteers and external vendors, the Officer ensures engagement activities are well-coordinated, participant-focused and aligned with institutional priorities. This position plays a key role in delivering consistent, high-impact engagement experiences, including in-person and virtual events, that reflect the #StoutProud community.

This role reports directly to the Assistant Director of Alumni Engagement. 

Key Job Responsibilities: The primary responsibilities of this position include, but are not limited to: Engagement & Stewardship • Execute engagement activities through coordinated outreach, event participation and follow-up communication with alumni, donors and supporters.

• Ensure all engagement activities align with institutional messaging, branding and the #StoutProud experience.

• Assist in executing personalized engagement such as thank-you messages, targeted follow-up and specialized communications and invitations.

• Help facilitate meaningful interactions between alumni, donors, students and campus partners during events and programs.

Event Planning & Execution • Coordinate and execute a portfolio of engagement events including alumni gatherings, campus traditions such as Homecoming, and donor events.

• Manage event logistics including timelines, registrations, venue coordination, catering, audio-visual needs, travel and on-site execution.

• Serve as the primary point of contact for engagement and donor event-related inquiries and provide timely, accurate communication to all stakeholders.

• Conduct direct outreach to promote engagement and donor events, increase participation and maintain ongoing engagement.

• Oversee on-site engagement and donor event execution including setup, registration, program flow and vendor coordination.

• Complete post-event tasks including attendance tracking, survey distribution, data entry and follow-up communications.

• Partner with university colleagues to ensure transparency in planning and event development.  Identify opportunities for collaboration and synergies with University partners to ensure strategic objectives are met and positive experience for key external stakeholders and communities.  

Communication & Marketing Support • Collaborate with communications and marketing staff to develop event invitations, promotional materials, digital content and engagement messaging.

• Ensure all engagement materials align with institutional branding and messaging standards.

• Assist with event communications including registration management, confirmations, reminders, surveys and thank-you communications.

Data, Reporting & Systems • Manage engagement and event data within the CRM, including registrations, attendance tracking, biographical updates and post-event notes.

• Monitor engagement and event metrics and assist with evaluating participation, engagement outcomes and return on investment.

• Identify data trends, inaccuracies, or gaps and report issues in accordance with established procedures.

Collaboration & Administration • Serve as a liaison between the engagement team and internal campus partners, vendors and external stakeholders.

• Assist with budget tracking, invoices and expense reconciliation for assigned events.

• Support department-wide initiatives, special projects and peak engagement periods as needed.

Department: The UW-Stout Foundation & Alumni Association strives to advance the mission of UW-Stout Polytechnic through building relationships with alumni, friends, supporters and industry partners of the university. As Wisconsin’s only Polytechnic University, corporate and business partnerships provide resources that transform UW-Stout Polytechnic students’ experience, in and outside of the classroom.

The person filling this position will be joining a dynamic team that is responsible for the acquisition and stewardship of philanthropic resources for UW-Stout Polytechnic.

UW-Stout Polytechnic is a gold-level certified employer recognized by Family Friendly Workplaces.

Compensation: Minimum starting salary of $45,000, commensurate with qualifications and experience. 

The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.  

Required Qualifications: • Bachelor's degree or professional experience in alumni relations, events management, external relations, communications, marketing, public relations, or related field. • Experience connecting and engaging communities. • Demonstrated experience coordinating events from planning through evaluation. • Experience managing multiple projects and competing priorities. • Strong written, verbal, and interpersonal communication skills.

Preferred Qualifications: • Minimum of three-years of professional experience in event planning, alumni relations, community engagement, advancement, marketing, or related work. • Demonstrated knowledge of fundraising and engagement cycle. • Experience analyzing participation and engagement metrics. • Experience using CRM systems such as Raiser's Edge NXT, Salesforce, or similar constituent databases.

How to Apply: Complete application

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