Program Assistant , Parent Giving and Student Affairs

Position: Program Assistant 3, Parent Giving and Student Affairs

Department

Alumni Relations & Development

Salary/Grade

Hourly: $22.00–$23.00 per hour;
Grade: NEX/11. Offers based on experience and education within Northwestern.

Job Summary

This position provides administrative and fundraising support for the Parent Giving and Student Affairs team. The annual fundraising goal for this unit is $5 million. Duties 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.

The role is within the fast‑paced Schools & Programs team of Alumni Relations and Development. The ideal candidate will be organized, strategic thinker, and able to efficiently 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. The position coordinates proposal data reports, gift stewardship, officer expenses, team budget, and donor correspondence content development.

Assists with special events as needed. Eligible for a hybrid work arrangement: up to two days remote and three onsite.

Specific Responsibilities Documents & Databases

• 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.
• Developing invitations and newsletters.

Accounting

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

Coordination

• 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.

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

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.

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.

Preferred Qualifications

• 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)

Preferred Competencies Adaptability

• Ability to stay organized and effective in a fast‑paced setting. Ability to prioritize tasks, manage competing deadlines, and adjust quickly to shifting priorities while maintaining quality and professionalism.

Anticipatory Support

• Ability to anticipate needs, plan ahead, and take proactive steps to support recurring activities, deadlines and stakeholder…