Program Assistant 3, Foundation Relations (Hybrid)

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

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

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

Provides a variety of administrative support functions, which include data entry and upkeep; running regular (e.g., weekly, monthly, ad hoc) reports; using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; making travel arrangements for special events; and managing the departmental calendar.

Reporting to the Director of Foundation Relations, this position supports the Office of Foundation Relations (FR) team, a part of Northwestern's Alumni Relations and Development (ARD) department. This team is responsible for managing Northwestern's overall relationships with private, professional foundations and supporting Northwestern's 3,300+ faculty members as they seek gifts or grants from such funders. The team partners with faculty to identify relevant foundation funding opportunities and provide comprehensive proposal writing support so that submitted proposals are well positioned to gain support from the foundation. The Program Assistant 3 serves a key role in ensuring that all philanthropic support from foundations is tracked and counted for development purposes, facilitates important connections between the Office of Foundation Relations and other grants-oriented offices on campus, and collaborates with program directors in support of post-award communication.

Office Hours are Monday through Friday from 8:30 a.m. to 5:00 p.m.

For full consideration please submit a cover letter.

Specific Responsibilities:

Documents & Databases

• Creates new funding proposal records and updates as necessary for input into databases and tracking. Develops competency in various databases across campus.
• Maintains accuracy of foundation information in development database.
• Prepares gift and grant transmittals and reconciles gift and grant activity as needed.
• Compiles routine reports, tables, charts from readily accessible information.
• Prepares grant reporting reminders for OFR team members.
• Proofreads correspondence and proposals.

Contacts

• Collaborates with staff across campus to track proposals, awards, and payments.
• Manages communications received via departmental email.

Accounting

• Enters, tracks, and maintains documentation and logs of financial transactions.
• Expense approval, purchases, and reimbursements per budget, reconciliation of accounts, and account transfers.
• Creates and maintains financial records.

Coordinations

• Coordinates departmental calendar.
• Manages conference/event registration and travel for FR team.
• Coordinates events, which may include scheduling rooms and arranging for routine materials, technology, and refreshments.

Website

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application's content management program.

Miscellaneous

• Performs other duties as assigned.

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

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• At least one year administration, customer service, or other relevant experience.

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

• Proficient knowledge of Microsoft Office applications, specifically Word, Intermediate Excel, and Outlook.
• Experience with database software programs is required.

Preferred Qualifications: (Education and experience)

• Experience with office management in higher education setting or other complex environment.

Preferred Competencies: (Skills, knowledge, and abilities)

• Excellent attention to detail and ability to prioritize and multitask.
• Strong organizational, writing, and interpersonal skills.
• Takes initiative and is proactive to resolve discrepancies and solve problems.
• Ability to work independently and as part of team.
• Advanced knowledge of Microsoft Excel.
• Ability to work with University procedures and personnel.

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.