Department: Alumni Relations & Development Salary/Grade: NEX/11
This is a senior level administrative support position within the Gift Planning program, comprised of an 11-person team, and with primary responsibility for serving the executive director and a director. This individual coordinates administrative activities which include prioritizing, directing and responding to business matters for an office that focuses almost exclusively on gifts being made through a legal instrument and realized at a future date.
This individual manages processes that are both internal and external to the program, and interacts regularly with high level staff throughout OARD, as well as mature and sophisticated donors. Creates and maintains complex spreadsheets and databases; coordinates a calendar that is constantly changing and pro-actively alerts the executive director to critical issues and upcoming events that will impact this calendar. Communicates on behalf of executive director to various senior level members of the organization, both in writing and verbally.
Documents & Databases
Independently responds to and composes correspondence.
Proofreads and edits documents.
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.
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.
Manages supervisor's and/or dep calendars.
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.
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.
Performs other duties as assigned.
A high school diploma or its equivalent along with 4 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
Strong computer skills, especially in word processing, spreadsheets, database management and research, and report generation
Experience in a law firm, development office and/or trust company.
Demonstrated comfortability interacting with individuals who are more mature and seasoned in terms of life experience.
Preferred Competencies: (Skills, knowledge, and abilities)
Proven ability to work with large, complex databases and ability to treat confidential data with discretion and sensitivity.
Ability to interact with ease, and on a regular basis and mostly over the phone, with volunteers, donors, prospects and senior management personnel of the University
Ability to work independently, prioritize tasks, and juggle multiple deadlines in a fast paced environment.
Strong organizational skills, including attention to detail and commitment to accuracy
Strong communication skills, both written and spoken
A basic knowledge of budgeting and financial transaction procedures
High level of maturity and the ability to exercise discretion both within a small group and across the organization
Courteous and helpful telephone manner
Excellent interpersonal skills
Excellent skills in production of documents, file maintenance, data entry, and data retrieval
Experience and comfort working with a mature client base
Proven experience navigating various levels of staff within a large organization
Talent for creating and streamlining administrative systems and functions to assure optimal use of departmental resources and data systems
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: 37836
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.