Program Assistant , Weinberg College

Overview

Job : 53136

Location: Evanston, Illinois

Department: Alumni Relations & Development

Salary/Grade: NEX/11

Target hiring range: $22.00-$23.00 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Job Summary:

The Program Assistant 3 provides comprehensive administrative and operational support for the development team of one of Northwestern University's largest schools:
Weinberg College of Arts and Sciences. The position reports to the Associate Director of Development Operations, who reports to the Senior Director of Development.

The Program Assistant 3 monitors and contributes to key strategic goal activities and initiatives for the team, specifically those that center around stewardship of donors and volunteers, and operations for the team as a whole. Responsibilities include generating correspondence, briefings and reports, printed materials, meeting agendas, invitations, and lists, and maintaining database records that track donor and prospect interactions. They coordinate, prioritize, and execute administrative processes critical to specific functions or operations within the immediate team and the department.

They create and maintain associated documents, spreadsheets, and data; organize meetings, special events, and mail/email direct appeals; and ensure that those whom they support are aware of critical issues and upcoming events.

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

General Environment: General office environment. Occasional night and weekend hours.

• Fundraising Operations Support – Develops, writes, and edits development communications including acknowledgement letters, impact reports, one-pagers, etc.
• Manages correspondence including mail merges, creating invitations, sending communications, creating invitation lists, and RSVPs.
• Copy edits communications (spelling and grammar).
• Manages support of stewardship program including segmentation of donors, developing and getting approvals on thank you templates, pulling gift reports, and adding to the database where needed. Helps execute stewardship for major donors including endowed fund reports, expendable fund reports, custom thank you gifts, and other stewardship programs.
• Supports unit's board of visitors on member communications, event planning, materials preparation, and website updates.
• Serves as liaison to Weinberg College departments and programs for fundraising. Develops and delivers gift reports, serves as a point of contact for development initiatives, ensures websites are up to date.
• Analyzes and prepares data and reports using ARD self-service reporting tools and liaises with Reporting and Analytics Department, Gift and Record Services, Fund Management, and Weinberg College finance team.
• Prepares both bespoke and routine reports, slides, statistics, tables, charts, etc., white papers, and processes, leveraging data and narrative information.

• Maintains donor and volunteer information and donor system through data entry inclusive of data point updates, contact report entry, committee participation, etc.
• Files expense reports and reconciles budgets around events, board, stewardship, etc.
• 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 readily available materials to aid in donor identification, cultivation and stewardship.
• Determines format, elements, trends, etc.

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

• Coordinates calendars in terms of preparation for donor visits and other activities.
• 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.

• Liaises with a diversity of individuals including internal ARD colleagues and Weinberg College dean's office, departments and programs, and external individuals.
• Provides information via phone, e-mail, mail, etc.
• Represents supervisor, teams, and team leadership in routine/standard situations with various levels of personnel both internally & external.
• 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…