Program Assistant 3, Young Alumni, Student Philanthropy, and Online Giving

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

Please note: The target budgeted salary for this position is $22.00 - $23.00 hourly. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

Alumni Relations and Development appreciates that the collective sum of our individual differences, experiences, knowledge, and self-expression is crucial for our success. We strongly invite candidates of all backgrounds to apply and to participate fully and authentically in our workplace.

We encourage you to apply even if you do not believe you meet 100% of the preferred qualifications.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Alumni Relations and Development is committed to genuine inclusion. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Elizabeth Frisch at efrisch@northwestern.edu. Consistent with its obligations under the law, Northwestern will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential job responsibilities.

Job Summary

The Program Assistant for the Annual Giving - Young Alumni, Student Philanthropy, and Online Giving Team provides a variety of administrative support activities assigned to them which may include, but is not limited to: using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; preparing agendas & making arrangements for meetings & special events; drafting/building emails, reports, charts, graphs, etc.; and shared, cross team Annual Giving responsibilities related to direct donor inquiries and responses. The incumbent should have excellent judgement, the highest level of professionalism and timeliness, and be comfortable with excel and data files.

Please note: May be asked to work events outside of normal business hours on occasion.

Specific Administrative Responsibilities:

• Coordinates and manages information for multiple projects, processes, and reports.
• Acts as the primary contact for financial operations including processing accounts payables/receivables, coordinating requests with outside vendors (including mailing houses, supplies, and on campus providers.
• Manages the fulfillment of team specific mailings including coordination with external vendors.
• Assists with reconciliation of accounts including reviewing budget statements, investigating/resolving discrepancies.
• Supports the coordination and execution of team specific special events as assigned.
• Manages the coordination of all team meetings and related materials.
• Works with team members across the Annual Giving team, Alumni Relations and Development, and the University.
• Fulfills the responsibilities of the SSR contact for the team.
• Manages multiple projects simultaneously and understand team priorities in the context of Annual Giving goals.
• Other duties to be assigned related to the team and overall Annual Giving program.

Donor Inquiries and Responses Responsibilities:

• Provides information via phone/e-mail/online chat to alumni/donors/friends when contacted.
• Manages donor inquiries and questions via phone, email, web chat, and identifies emerging trends.
• Uses system for tracking inquires and ensuring closure, collects response information, and/or troubleshoots inquiries.
• Processes gift transactions

All members of the Annual Giving - Young Alumni, Student Philanthropy, and Online Giving team support the execution of on campus, student facing events. This position will be based in Illinois and will not have the option to be 100% remote.

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.

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.

Coordination

• 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.

Contacts

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

Supervision

• Coordinates work of temporary/work-study students/employees
• 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.)

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Competencies

• NU Financials (strongly preferred), Excel, Cognos, Cascade, My HR, FASIS Electronic Payroll, and other University systems.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

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.