Program Assistant 3, Weinberg College (Hybrid Schedule)

Department: Alumni Relations & Development

Salary/Grade: NEX/11

Job Summary:

The Program Assistant 3, Schools and Programs (S&P), supports alumni relations and development efforts at Northwestern University specific to Weinberg College of Arts and Sciences (WCAS). The Program Assistant 3 will support the Senior Director of the team, as well as the other members as necessary. Primary functions include serving as a lead liaison with the office of the dean, including calendaring, briefings, trip planning, contact reports and donor communications. The Program Assistant 3 will also lead a weekly acknowledgement letter writing process and provide programmatic and administrative support on projects related to alumni engagement and fundraising.

These proejcts may include utilizing database software to create custom reports; creating research briefings, reports, and fundraising proposals; drafting correspondence; preparing materials for fundraiser visits, including travel arrangements; assisting with events; creating processes and materials to improve work across teams, etc. This professional must work collaboratively with other Program Assistants, chief development officers, fundraisers, and other colleagues across the Alumni Relations and Development organization.

Specific Responsibilities:

Documents & Databases

• Prepares materials (reports, briefings, proposals, agendas) for external and internal audiences, including donor briefings, dean briefings, pipeline reports, goal projections, and more

• Creates and maintains standard spreadsheets and/or databases, primarily the CATracks alumni and donor database. Within CATracks, maintains confidential record files, enters proposal information, pulls reports, tracks gifts, etc. to support the fundraising work of the managers, relevant university leaders, and the school and unit teams as needed

• Independently responds to and composes correspondence.

• Compiles routine reports, statistics, tables, charts, etc. from readily available information including gift reports, portfolios, and proposal pipelines..

Accounting

• Approves appropriate expenses, purchases and reimbursements per budget.

• Creates and maintains financial records.

• Prepares forms, including income and/or expense reports.

• Verifies appropriateness and accuracy of charges.

• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.

• Updates financial transaction spreadsheets and databases.

Coordinations

• Manages supervisors' and/or team's calendars.

• Manages registration and travel.

• Organizes and coordinates events which may include creating timelines.

• Collects agenda items and background materials.

• Coordinates complex itineraries involving domestic and/or international travel, etc.

Contacts

• Responds to inquiries, with appropriate prioritization and judgement of both internal and external audiences.

• Provides basic interpretation of policies and procedures.

• Researches information to resolve problems or issues.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 4 years of work experience is required (while in school, over summers, or post-graduation)

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

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

Preferred Qualifications:

• A college diploma or desired path towards a degree.

• A passion for education, non-profit development, and/or administration

• Experience in a professional setting working on multiple projects at the same time

Preferred Competencies: (Skills, knowledge, and abilities)

• Strong written and oral communication skills

• Organizational and multi-tasking skills

• Ability to work well with other colleagues across a complex department and organization.

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.