"Outreach Program Manager"

Job Details

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Position Title: Outreach Program Manager

Job Category: Academic Staff

Employment Type: Terminal (Fixed Term)

Job Profile: Outreach Program Manager

Key Job Responsibilities:

• Reviews recommendations for and provides input on the design and development of new outreach programs or services
• Develops and implements operating policies and procedures to promote the outreach program in alignment with the strategic plan
• Determines outreach program needs and the personnel resource allocation plan
• Monitors the unit or program budget and approves program expenditures
• May exercise supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 FTE or equivalent employees
• Supervises the implementation of outreach-program-focused strategic planning initiatives and objectives

The Outreach Program Manager performs comprehensive administrative, program development, and event management functions that support Educational Pathways and Outreach (Continuing Education and Conferences) and/or UW–Stout academic content areas. The role manages the full lifecycle of outreach programming—including conception, development, logistics, delivery, and evaluation—while collaborating with faculty, staff, external partners, and professional networks. The manager leads multiple concurrent events (in person, virtual, hybrid), oversees program operations, and ensures high-quality learner and client experiences.

Official UW Title Code (OE008) / Job Description Outreach Program Manager

QUALIFICATIONS

Minimum / Required

• Bachelor’s degree.
• Experience managing events and/or educational outreach programs (event management experience from a variety of industries accepted).
• Strong oral, written, and interpersonal communication skills.
• Ability to work collaboratively in a team environment.
• Ability to understand and support the needs of adult learners.

Highly Desired/Preferred

• Master’s degree.
• Experience with university-based continuing education programs or contract training (professional associations, business/industry).
• Experience with event management technologies, CRM systems, project management tools, and registration/event platforms.

RESPONSIBILITIES

1. Conference & Event Planning and Production (Approx. 60%)

• Develop local, regional, and global outreach programs including conferences, seminars, workshops, institutes, and special events.
• Planning & Pre-event Preparation, manage all aspects of developed programs using comprehensive tools (e.g., Cvent, Genius CE) for event creation, registration management, CRM tracking, reporting, and email communications. Lead planning for multiple concurrent events across formats (in person, virtual, hybrid), creating timelines, run-of-show documents, staffing plans, and operational workflows.
• Logistics, Venue, and Production, manage logistics including venue reservations, room setups, attendee flow, signage, accessibility, catering, A/V production, livestreaming/recording, and vendor services.
• Registration & Attendee Experience, manage registration systems and communication workflows (confirmations, reminders, updates). Serve as primary point of contact for clients, presenters, partners, and attendees, ensuring professional, responsive service.
• Financial Management, develop and monitor event budgets, track forecasts, and conduct billing reconciliation with audit-ready documentation. Support or lead vendor negotiations and contracting in alignment with university purchasing policies.

2. Program Support, Reporting & Continuous Improvement (Approx. 30%)

• Coordinate speaker logistics including content needs, technical requirements, travel details, and onsite preparation.
• Collaborate with marketing/communications teams to support promotion, event pages, outreach messaging, and post-event surveys.
• Track attendance, satisfaction, financial performance, and operational outcomes; prepare post-event reports and improvement recommendations.
• Maintain accurate and complete event files (contracts, orders, invoices, timelines, floor plans, run-of-show documents).
• Use appropriate technologies and tools to support program development and execution (e.g., project management systems, CRM, event platform tools, etc.).

3. Other Duties as Assigned (Approx. 10%)

DEPARTMENT INFORMATION

UW-Stout’s Educational Pathways and Outreach department is comprised of three areas: Continuing Education and Conferences, Educational Pathways, Stout Online, overseen by an executive director.

Continuing Education and Conferences supports the mission of the University of Wisconsin–Stout by providing adult learners with access to university education and resources for the enrichment of their lives, both personally and professionally. Their programs and services include conferences and workshops covering a variety of topical areas and program and event planning services.

Continuing Education is committed to meeting the outreach and lifelong educational needs of learners. Through the development and delivery of events and programs on campus, online and at designated off-campus locations, they connect the resources of the university with individual needs.

Educational Pathways and Outreach is committed to creating an inclusive campus community. Candidates who have experience working collaboratively with diverse individuals and/or groups and who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas.

APPLICATION INSTRUCTIONS

Complete applications received by end of day, Friday February 27, 2026 are ensured full consideration. Applications submitted after Friday February 27, 2026 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

*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.

Official transcripts required at time of hire.

For questions regarding this position or recruitment, please contact:

Search Chair: Joel Helms
Email: helmsj@uwstout.edu

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: Alicia Gilbertson
Email: gilbertsonal@uwstout.edu

ADDITIONAL INFORMATION

Competitive salary commensurate with qualifications and experience.