Program Assistant 3, Principal Gifts And International Development

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:

This is a hybrid role (3 days in the office) which coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, calendar management, expense reports, and travel logistics.

This position functions as operational support for the Principal Gifts and International Development team which supports the work of the president and the university fundraising at the highest level as well as international fundraising and development. Work may include a variety of special projects and initiatives related to principal gift or international donors, prospects, research, and data. This position will prepare briefings, reports, enter and compile data, and organize travel and meeting logistics. The supervisor for this position is based in ARD's New York Regional Office.

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.

• Processes routine payroll actions.

• Maintains accounting balances for grants/contracts.

Coordination

• Manages supervisor's calendar.

• Manages registration and travel logistics, including airfare and hotel accommodations.

• Organizes and coordinates events which may include creating timelines.

• Collects agenda items and background materials.

• Creates registrant profiles.

• Coordinates complex itineraries involving domestic and international travel to Europe.

• Prepares annual event, conference and/or meeting budget.

• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts

• Responds to inquiries.

Miscellaneous

Performs other duties as assigned.

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

• A four-year college 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, and database software programs is required.

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.