Engagement and Events Officer

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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 applications received by end of day, July 24, 2026 are ensured full consideration. Applications submitted after this date may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Due to system limitations, applicants may upload no more than five (5) attachments. Please combine documents where appropriate.

Required application materials:

Cover letter (* See below)

Curriculum vitae or resume N

ames and contact information for a minimum of three (3) professional references who can speak to your skills and abilities for the position

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

Applicants must complete all required fields and attach all required documents prior to submitting the online application.

Note: Once you have attached your materials and submitted your application you will not be able to into the system and change them.

Contact Information:

Search Chair: Jennie Smith

Phone: 715-232-1275

Email: [email protected]

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Jackie Berg

Phone: 715-232-1151

Email: [email protected]

Guidelines to ensure consideration:

• Applicants must complete all required fields and attach all required application materials.

• Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

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.

• Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/

• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor.

Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.

In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

UW is an Equal Opportunity Employer Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.