Program Assistant , Libraries, Block, and SPS

Job

Location:

Evanston, Illinois

Alumni Relations & Development

Grade NEX/11 – Target hiring range: $22.00–$23.00 per hour. Salary will be determined by applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

This position provides administrative and fundraising support for The Block Museum of Art, Northwestern Libraries and Northwestern University Press, and the School of Professional Studies. The annual fundraising goal for these three units is $7 million in sum. This position provides a variety of administrative and project management support tasks, which include drafting donor acknowledgements and communications; expense management; preparing reports, using word processing, spreadsheet, database and/or presentation software;

screening calls and visitors; preparing agendas and making arrangements including travel preparation for meetings and special events; and managing the needs of donor visits.

This role is within the fast‑paced Schools & Programs team of Alumni Relations and Development (ARD). The ideal candidate will be an organized, strategic thinker, with the ability to efficiently and effectively support multiple front‑line fundraisers and anticipate weekly, monthly and seasonal activities and deadlines. Primary responsibilities include donor briefings, trip planning, contact reports and donor communications. This position coordinates proposal data reports, gift stewardship, officer expenses, team budget, and donor correspondence content development.

Assists with special events as needed.

Please note:

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

• Independently responds to and composes correspondence.
• Proofreads and edits documents.
• Prepares weekly acknowledgement notes for each unit.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from readily available materials to aid in donor identification, cultivation and stewardship.
• Determines format, elements, trends, etc.
• Develops invitations and newsletters.

• Processes accounts payables and receivables.
• Ensures that charges have posted to appropriate accounts.
• Assists with reconciliation of accounts.

• Coordinates calendars for supervisors and departments in terms of preparation for donor visits and other activities.
• Coordinates registration and travel.
• Coordinates events, which may include scheduling rooms, guest speaker and arranging for routine materials, technology and refreshments.
• Supports donor stewardship by sending gifts on special occasions and drafting correspondence from the dean or director.

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and 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.

• 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.
• Organization & Prioritization:
  Ability to manage multiple tasks, deadlines, and competing priorities.
• Technical & Learning Agility:
  Ability to effectively use databases, CRM systems, spreadsheets, and other technology tools, or demonstrated learning agility with new systems.
• Confidentiality & Discretion:
  Ability to handle sensitive information responsibly and in alignment with institutional expectations.

• Experience supporting senior leaders, executives, or complex units.
• Experience providing administrative or program support in complex, mission‑driven organizations (such as higher education, advancement, museums, student affairs, nonprofits, or government).