Program Assistant 3, Gift Planning (Hybrid Work Schedule)

Department: Alumni Relations & Development

Salary/Grade: NEX/11

Job Summary:

This is an important administrative support position within the Gift Planning program, comprised of a nine-person team, with primary responsibility for serving a Director and Senior Associate Director who manage prospect portfolios and provide planned giving support to colleagues across ARD. This individual performs a wide variety of administrative activities associated with supporting frontline fundraisers, including: proofing and entering donor contact reports and notes in donor database; entering and maintaining proposals in donor database; providing broad assistance in preparation for donor visits; preparing meeting agendas; producing correspondence; scheduling meetings; maintaining electronic files; running regular reports on prospects and proposals; filing expense reports; serving as an intermediary with personnel from schools and programs; and, on rare occasions, interfacing with donors. In addition, this individual will also help support other members of the Gift Planning team by assisting with projects that fall under marketing, stewardship and estate administration.

Specific Responsibilities:

Documents & Databases

• Assists Gift Planning and ARD in maintaining current and accurate data in donor database through entering contact reports, notes, and proposals, and by submitting gift transmittals and bio/gift updates. Is proactive regarding contact reports, gift consultations and proposals as necessary.

• Proofreads, edits, and prepares documents, and independently responds to and composes correspondence as necessary.

• Creates and maintains standard spreadsheets. Scans documents into OnBase.

• Compiles reports on managed prospects and proposals from readily available information.

• Runs reports (geographic and otherwise) for prospect identification.

Presentations & Training

• Proofreads, edits, and prepares presentations and training materials, and assists in the development of presentations and training materials as well as materials that are prepared for the purposes of marketing to prospects and stewarding current donors.

Coordination

• Maintains the calendars of the Director and Senior Associate Director, including the scheduling of meetings.

• Collects agenda items and background materials for internal meetings.

• Coordinates events which may include scheduling rooms and/or guest speakers and arranging for routine materials, technology, and refreshments.

• Manages event registration and organizational memberships.

• Organizes complex itineraries involving domestic travel, etc.

• Prepares for fundraisers' donor visits by making travel arrangements, producing donor briefings, and preparing materials and stewardship gifts for donors.

• Submits expense reimbursements.

• Creates and maintains files.

Contacts/Liaise with Schools and Programs

• Attends appropriate meetings with fellow support staff.

• Receives and provides information and materials with counterparts in schools and programs supported by the Director and Senior Associate Director and others, as needed.

• Keeps up to date on announcements, news and information from supported schools and programs.

• Represents Director and Senior Associate Director in routine/standard situations with various levels of personnel both internally and externally.

• Responds to inquiries from donors and/or ARD colleagues.

Departmental and Special Projects

• Assists the Director with projects for the Northwestern Emeriti Organization.

• Assists the Senior Associate Director of Marketing & Stewardship with the Gift Planning mailbox and other projects on an ad-hoc basis.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 4 years of administrative support experience is required.

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

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

• Strong communication skills and overall dependability.

Preferred Qualifications:

• Bachelor's degree.

• Familiarity with or exposure to the legal profession and/or financial planning industry.

• Advanced knowledge of and comfortability with the Microsoft Office suite.

Preferred Competencies: (Skills, knowledge, and abilities)

• Highly dependable, good judgment, conscientious, creative problem solver, comfortable communicating in written and oral forms, eager to learn

Target hiring range for this position will be between $22.00-$23.00 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

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.