Overview:
The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for the University of Wisconsin-Madison, is seeking a Operations Support Specialist. The Operations Support Specialist is responsible for a wide variety of efficient and effective operational support functions for the organization. This is a full time position that will require you to work onsite at our Madison, WI office location.
Who is WFAA? 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 UWMadison. We provide important engagement opportunities to link UWMadison alumni to each other and to their alma mater, building a strong community of Badgers.
Diversity and Inclusion:
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.
Essential Functions:
- Provide effective and efficient delivery of multiple internal service functions to a wide variety of stakeholders. Service functions may include but are not limited to;
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- Engage in professional, hospitable, and courteous communication
- Receive and deliver packages and mail across WFAA
- Process mail and packages for shipment
- Work with Operations Manager and internal stakeholders in managing both on and offsite storage to include storage/central supply cleanliness, organization, and inventory tracking
- Maintain the postage meter, handle postage monies, install updates, and arrange service calls.
- Assist in coordinating support for mailings, events, etc.
- UPS/FedEx Shipments and online account management
- Prepare request for payment vouchers, including the monthly UPS invoice
- Order and manage inventory of supplies, special projects, shipping, and mailing, and as requested by Operations Manager.
- Provide occasional transportation and delivery services as it relates to operational needs.
- Work caf - general overview of condition and supply levels
- Manage general office supplies inventory
- Support, as needed, print and/or mailing projects
- Coffee, utensils, and other supplies inventory; Caf, each floors tower area
- Printer paper inventory and floor stock delivery
- Departmental mailing assistance, as needed
- Daily lunch and break relief coverage for the front desk at the 1848 University Ave location as well as full day coverage as needed which includes answering and routing incoming phone calls.
- Provide occasional phone support from the front desk at the WI Alumni Association as needed.
- Provide data entry support for Gift Services
- Provide digital print support for internal colleagues
- Assist Operations Manager with all aspects of WFAA-wide mailroom operations program.
- Assist the Operations Manager in developing and helping to communicate relevant policies and procedures, formal or informal service level agreements, and proactively manage expectations of stakeholders.
- Process inquiries from constituency; respond and/or direct to the appropriate person according to need.
- Monitor the safe and effective use of equipment.
Qualifications:
Required Qualifications:
- 1+ year customer service and/or support experience.
- Valid drivers license
Other Qualifications:
- Experience specific to mailroom operations or similar internal operational support functions is strongly preferred
- Must be comfortable with occasional lifting and transport of items weighing up to 40 pounds, including standard push-pull use of dolly or manual forklift assistance.
- Demonstrated ability to manage a wide variety of distinct service functions.
- Ability to work collaboratively with a wide variety of internal stakeholders
- Ability to work independently with well developed critical thinking skills.
WFAA is committed to provide our employees with an environment that is inspiring, creative and respectful. We offer competitive pay and an excellent benefits program, which includes a 10% 401k contribution after 1 year of service!
The Wisconsin Foundation and Alumni Association is an Equal Opportunity Employer *The Wisconsin Foundation and Alumni Association is the doing business as name of the merged organization comprising the University of Wisconsin Foundation (supportuw.org) and the Wisconsin Alumni Association (uwalumni.com). Its legal corporate name is registered as the University of Wisconsin Foundation.