Program Assistant 3, Alumni Engagement - Programs Team (hybrid)

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

About Alumni Relations and Development

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 3 provides a variety of administrative support which may include drafting & building emails, event pages, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; coordinating event logistics; managing shared inboxes; overseeing event data reconciliation; and other administrative responsibilities.

This position is on a hybrid work schedule.

Reporting to the Senior Associate Director, Alumni Engagement, this position supports Alumni Engagement, which is a part of the Northwestern Alumni Association, in the office of Alumni Relations and Development and is directly responsible for the following:.

• This position includes data management and administrative support which includes overseeing data input, management, and analysis;
• Creating communication pieces, copy editing, and coordinating social media presence;
• Developing logistic processes;
• Providing first line customer service support;
• Managing event logistics; and other projects as they arise.

May include: developing presentations; benchmarking; and having direct interactions with alumni volunteers.

Please note: May be asked to work evening or weekend events on occasion.

Specific Responsibilities:

• Supports the Programs team programming including but not limited to marketing creation and editing, preparing reports, proofreading and editing, speaker research and recruitment, coordinating event logistics, and data reconciliation.
• Coordinates content maintenance of websites &/or marketing materials & may train &/or assist staff in updating their websites &/or marketing materials.
• Processes accounts payables &/or receivables; verifies income &/or expense; resolves discrepancies & over/under budget problems, etc. May enter, track, & maintain documentation & logs of financial transactions ensuring that charges have posted to appropriate accounts. May assist with reconciliation of accounts; reviewing budget statements, investigating & resolving discrepancies & preparation of budget reports & spreadsheets. May complete routine payroll actions.
• Enters information into spreadsheets &/or databases & may create equations &/or compile routine reports, statistics, tables, charts, etc. from readily available information.
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments. May coordinate supervisor's &/or dept calendar including registration & travel.
• Provides information via phone, e-mail, mail, etc. May represent supervisor in routine/standard situations with various levels of personnel both internally & externally.
• May coordinate work of receptionists, program assistants, temporary/work-study students, etc.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 2 years of administrative support or other relevant experience is required.

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

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

Preferred Qualifications:

• Experience with SmartSheet

Preferred Competencies: (Skills, knowledge, and abilities)

• Ability to problem solve, strong internal communication skills, ability to work independently

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

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.