Program Assistant 3, Schools and Programs

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.

Job Summary:

Reporting to the associate director of Schools and Programs(S&P), this position functions as operational support for the Schools and Programs development teams which supports the work of the university's fundraising through direct fundraising for schools and programs within the institution. Work may include a variety of special projects and initiatives related to donors, prospects, research, and data. This position will provide comprehensive administrative and logistical support to the Associate Vice President and Schools and Program leadership to ensure the execution of administrative operations. Responsibilities include managing calendars and scheduling, preparing detailed briefings and reports for leadership, entering and compiling data for tracking and analysis, maintaining accurate contact reports, and coordinating aspects of travel, expense reports and meeting logistics.

Please note: This role is eligible for a hybrid work arrangement, up to two days remote and three onsite.

Specific Responsibilities:

Executive Support

• Manages Associate Vice President's and department calendar. Organize and coordinate events which may include creating timelines; collecting agenda items and background materials; coordinating complex itineraries involving domestic and/or international travel etc.

• Schedule senior team meetings and associate vice president monthly and ad-hoc meetings

• Assist with portfolio work, prepare stewardship materials and correspondence, request gift agreements, and keep proposals up to date.

• Prepare for donor meetings: arrange details, make reservations, prepare background and research and coordinate follow up (contact reports and thank you notes)

• Reconcile finances of the Associate Vice President and Schools and Programs senior leadership through expense reports.

Provost Development

• Support coordination of Provost Development activities including scheduling.

• Arrange trip itineraries in collaboration with Provost's office, VP Office, and Principal Gifts.

• Collaborate on briefings for the Provost.

Project Management

• Support Schools and Programs administrative projects and meetings from conception to product: Dean meetings, all staff meetings, etc.

• Lead and coordinate Schools and Programs Program Assistants meetings.

• Assist in coordinating events which may include creating timelines, collecting agenda items, briefings, and background materials.

Reporting and Databases

• Create and maintain standard spreadsheets and/or databases including standard Dean/VP reports. Assist in creation and execution of reports in alignment with fundraising priorities.

• Prepare queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.

• Liaise with other departments to ensure consistency and integrity in processes and reporting tools.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 4 years of administrative support or other relevant experience required.

Minimum Competencies:

Administrative Support:

• Ability to provide reliable and detail-oriented support to ensure smooth daily operations and efficient workflow.

Communication:

• Clear and professional verbal and written communication with the ability to convey information effectively to diverse stakeholders.
• Collaboration and Teamwork: Ability to collaborate with multiple ARD staff members. Strong listener. Able to connect people and be customer service focused.

Critical Thinking and Problem Solving:

• Demonstrated ability to brainstorm new ideas, positively contribute to discussion, and proactively move projects forward. Seeks out answers and is a self-starter when learning new tasks. Comfortable working independently and bringing solutions.

Technical & Learning Agility:

• Ability with office software through experience and/or ability to learn new skills.

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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.