Program Assistant 3, Major Gifts

Department: Alumni Relations & Development
Salary/Grade: NEX/11

Job Summary:

The Program Assistant is an integral member of the Central Major Gifts development team. This full-time non-exempt position supports the Senior Director of Development of the Chicago Region team, and their team of frontline gift officers, to advance the philanthropic mission of Northwestern. This is a great opportunity for someone who is interested in building their career within higher education to learn more about alumni affairs and development (ARD) at Northwestern. This role provides support to all aspects of fundraisers' prospect management, including data gathering and pulling reports, input and maintenance of data on behalf of gift officers in the CRM, and liaising with colleagues in ARD Prospect Research Management and Data and Analytics to secure data across other platforms. The Program Assistant may collaborate with the Senior Director and gift officers to prepare donor meeting and solicitation materials and support post-meeting action items. The Program Assistant will prepare high-quality event briefings, event bios, and donor briefings in support of gift officer travel and meeting schedule. The Program Assistant will support officers' travel and submit their expense reports in a timely manner; may support the scheduling of some team-based meetings; take and distribute meeting notes and performs other administrative responsibilities as needed.

The Program Assistant may help facilitate communications within the team and across the larger unit on behalf of the Senior Director and team members. Serves as a resource for policies, protocols and procedures and strategizes ways for fundraising efforts to be more efficient and productive and works closely with other members of the support team to advance the goals of the department. Participates in various team and staff meetings throughout the year and is an engaged member of the team.

We will be hiring for two positions.

Please note: The target budgeted hourly rate for this position is $22.50 to $23.50 per hour. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

Please note: This role is eligible for a hybrid work arrangement, up to two days remote and three onsite.

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Determines format, elements, trends, etc.

Website

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application's content management program.

Accounting

• Approves appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Generates summary reports and statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.

Coordinations

• Manages supervisor's and/or dept calendar.
• 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.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.
• Performs other duties as assigned.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or equivalent required.
• 4 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Administrative Support: Ability to provide reliable and detail-oriented support to ensure smooth daily operations and efficient workflow.
• Communication: Clear and professional verbal and written communication with the ability to convey information effectively to diverse stakeholders.
• Organization & Prioritization: Ability to manage multiple tasks, deadlines, and competing priorities.
• Technical & Learning Agility: Ability to effectively use databases, CRM systems, spreadsheets, and other technology tools, or demonstrated learning agility with new systems.
• Confidentiality & Discretion: Ability to handle sensitive information responsibly and in alignment with institutional expectations.

Preferred Competencies: (Skills, knowledge, and abilities)

• Collaboration and Teamwork: Ability to work effectively with colleagues across teams and levels; strong listening skills; customer-service orientation.
• Data Management: Proficiency in managing large, complex databases with accuracy and attention to detail. Capacity to ensure confidentiality of sensitive information, maintain reliable records, and produce clear reports to support decision making and program operations.
• Adaptability: Demonstrated ability to stay organized and effective in a fast-paced setting. Ability to prioritize tasks, manage competing deadlines, and adjust quickly to shifting priorities while maintaining quality and professionalism.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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