Department: Alumni Relations & Development Salary/Grade: NEX/11
The Program Assistant 3, Schools and Programs, supports alumni relations and development efforts at Northwestern University including but not limited to schools (Bienen School of Music; Graduate School; McCormick School of Engineering; Medill School of Journalism, Media, Integrated Marketing Communication; School of Communication; School of Education and Social Policy; School of Professional Studies; Weinberg College of Arts and Sciences) and programs (Block Museum of Art; Parent Giving; Experiential Learning; Financial Aid; Libraries; Student Affairs).
While each school and unit has dedicated fundraising staff, this position works directly with the Assistant Vice President and Executive Director covering a broad range schools and programs. The Program Assistant 3 provides a variety of programmatic and administrative support which may include utilizing database software; creating briefings, reports, and fundraising proposals; drafting correspondence; preparing agendas and materials for fundraiser visits, including travel arrangements; assisting with events; etc. This professional must work collaboratively with other Program Assistants, chief development officers, fundraisers, and other colleagues across the Alumni Relations and Development organization.
Please note: The target budgeted hourly rate for this position is $22.00 - $22.50. Offers will be based on candidate experience and education, as well as equity within Northwestern University.
Documents & Databases
Prepares materials (reports, briefings, proposals, agendas) for external and internal audiences, including donor briefings, dean briefings, pipeline reports, goal projections, and more
Creates and maintains standard spreadsheets and/or databases, primarily the CATracks datase. Within CATracks, maintains confidential record files, enters proposal information, pulls reports, tracks gifts, etc. to support the fundraising work of the managers, relevant university leaders, and the school and unit teams as needed
Independently responds to and composes correspondence.
Approves appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Updates financial transaction spreadsheets and databases.
Manages supervisors’ and/or team’s calendars.
Manages registration and travel.
Organizes and coordinates events which may include creating timelines.
Collects agenda items and background materials.
Creates registrant profiles.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Screens and prioritizes incoming calls.
Responds to inquiries, with appropriate prioritization and judgement of both internal and external audiences.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Performs other duties as assigned.
A high school diploma or its equivalent along with 4 years of work experience is required (while in school, over summers, or post-graduation)
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
A college diploma or desired path towards a degree.
A passion for education, non-profit development, and/or administration
Experience in a professional setting working on multiple projects at the same time
Preferred Competencies: (Skills, knowledge, and abilities)
Strong written and oral communication skills
Organizational and multi-tasking skills
Ability to work well with other colleagues across a complex department and organization.
Work-Life and Wellness: Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.
Professional Growth & Development: Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.
Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.