The Program Assistant 3 will support the work of the Law Alumni Relations & Development team. This individual will coordinate arrangements and streamline systems to help staff operate efficiently within University policy and procedures. This individual will also represent the department to various internal and external constituencies.
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.
Major Gift Team Support:
Helps to maintain the team’s prospect and donor system
Maintains tracking functions and historical information in the donor database
Enters contact reports, proposals, notes and other information in donor database and pulls needed reports
Creates charts and prospect management tools for supervisors
Generates reports from computer databases to support the Major Gift team in the prospect identification and cultivation process
Manages correspondence and retrieval systems on behalf of supervisors
Executes mail merges using the donor database system
Creates and maintains correspondence files
Creates and maintains databases, mailing lists, salutation data, interfaces with on-line mailing systems and production of mailings
Other Administrative Support
Researches prospective donors using Development Research files and the internet
Serves as a liaison to Office of Prospect Management on behalf of supervisor as appropriate
Assists supervisors in organizing major gift trips, including travel arrangements
Alumni Engagement and Donor Relations Team Support:
Provides lead administrative support for all AEDR events and programs.Support to include (but not limited to):invitation mailings and notices, setup and management of online event posting and detail, event registration, name tag/tent preparation, on-site event set-up and support, and materials preparation
Responsible for documenting contacts and correspondence between AEDR staff and alumni/donors in AIMS database.Assist with logging alumni volunteer activity, event attendance, running monthly/standard regional alumni reports, and other relevant alumni detail in AIMS
Proofs for spelling & grammar
Enters information into spreadsheets &/or databases
Compiles routine reports, statistics, tables, charts, etc. from readily available information
Approves appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
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.
Approves appropriate expenses, purchases & reimbursements per budget. Creates & maintains financial records which may include preparing forms; verifying appropriateness & accuracy of charges; processing & reconciling expenses, accounting transfers, &/or appropriation changes; updating financial transaction spreadsheets & databases. Generates summary reports & statistics. May process routine payroll actions May maintain accounting balances for grants/contracts
Manages donations and financial transactions:
Processes checks from donors and directs to correct gift account
Runs monthly/special request gift reports from the donor database system
Processes travel reimbursements and other invoices and works with the University’s Financial and Payment Systems
Assist in the planning, execution, and post event reporting for Alumni Relations events Responsibilities include:
Creating registration pages and email invitations and monitoring RSVP’s.
Assists in scheduling details such as venue, space, caterers, musicians, technical requirements, name tags, etc.
Creates briefings for the Dean for Alumni Relations events they attend
Responsible for tracking participants & volunteers, recording engagement, and donor interactions in the database
Implements, administers and tracks approved budget for designated programs and/or events
Organizes and manages event logistics on and off site
Prepares event plans & summaries.Reviews information and recommends best practices for future events
Assists with volunteer management, including generating reports and lists, coordinating updates, and other scheduled communications
Manages supervisor's and/or department calendar.
Manages registration and travel.
Organizes and coordinates events which may include creating timelines.
Collects agenda items and background materials.
Creates registrant profiles.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Verifies invoices and expense reports; and/or reconciles to budget.
May manage supervisors’&/or department calendars including registration & travel
Organizes & coordinates events which may include creating timelines; collecting agenda items & background materials; creating registrant profiles; coordinating complex itineraries involving domestic &/or international travel, etc.
May prepare annual event, conference &/or meeting budget; verify invoices & expense reports; &/or reconcile to budget
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Department Operations Support:
Screens & prioritizes incoming calls. Responds to inquiries & may provide basic interpretation of policies & procedures. Researches information to resolve problems or issues
Performs other duties as assigned.
A high school diploma or equivalent required.
4 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Qualifications: (Education and experience)
Experience in development is desirable.
A basic knowledge of budgeting and statistical procedures.
Must be a self-starter and adept at creating and streamlining administrative systems and functions to assure optimal use of LARD products and data.
The ability to prioritize and multitask are key; must have substantial abilities in systematizing processes and generating reports.
Strong organization and interpersonal skills, attention to detail and accuracy, and strong communication skills, both written and oral. English and grammar proficiency are essential as are strong telephone skills.
Ability to interact with ease, and on a regular basis, with volunteers, donors, prospects and senior management personnel of the University.
Excellent skills in administration of correspondence and files, computer databases, and word processing systems.
Strong technical know-how, especially in word processing, formal document preparation, database management and research, and reporting.Knowledge of Microsoft Word, Access, Excel and PowerPoint is preferred.
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 36934
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.