Program Assistant , Medill

Position: Program Assistant 3, Medill
Department:
Alumni Relations & Development

Salary/Grade: NEX/11

Target hiring range for this position will be between be range is as be $22.25-$23.25 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, Medill School, supports alumni relations and development efforts at the Medill School of Journalism, Media, Integrated Marketing Communications.

This position works directly with the Director of Development and Associate Director and provide a variety of programmatic and administrative support. This may include utilizing database software; creating briefings, reports, and fundraising proposals; drafting correspondence and facilitating donor acknowledgements; preparing agendas and materials for fundraiser visits, including travel arrangements; assisting with events; etc. This professional must work collaboratively with other Program Assistants, chief development officers, fundraisers, and other colleagues across the Alumni Relations and Development organization.

Please note:

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

Specific Responsibilities:

Documents & Databases

* Prepares materials (reports, briefings, proposals, agendas) for external and internal audiences, including donor briefings, dean briefings, pipeline reports, goal projections, and more

* Proofreads materials for spelling and grammar

* Creates and maintains standard spreadsheets and/or databases, primarily the donor database. Within the donor database, maintains confidential record files, enters proposal information, pulls reports, tracks gifts, etc. to support the fundraising work of the managers, relevant university leaders, and the school and unit teams as needed

* Independently responds to and composes correspondence

* Supports stewardship efforts related to administration and acknowledgement of gifts and impact reporting

Accounting

* Approves appropriate expenses, purchases and reimbursements per budget

* Creates and maintains financial records

* Prepares forms

* Verifies appropriateness and accuracy of charges

* Processes and reconciles expenses, accounting transfers, and/or appropriation changes

* Updates financial transaction spreadsheets and databases

* Processes vendor contracts and payments as necessary

Coordination

* Organizes and coordinates events which may include creating timelines, scheduling rooms and/or speakers, identifying and confirming vendors, processing contracts, drafting invitations and guest lists, tracking responses, developing day-of materials, staffing events

* Coordinates with Medill staff on scheduling, communications, donor contacts, data management and donations

* Coordinates complex itineraries involving domestic and/or international travel, etc

* Verifies invoices and expense reports; and/or reconciles to budget

Contacts

* Screens and prioritizes incoming calls and emails

* Responds to inquiries, with appropriate prioritization and judgement of both internal and external audiences

* 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 its equivalent along with 2 years of administrative support experience is required.

Minimum

Competencies:

(Skills, knowledge, and abilities.)

Administrative Support:
Ability to provide reliable, detail‑oriented support to ensure smooth daily operations and efficient workflow. Demonstrated skill in coordinating meetings, preparing materials, and handling inquiries with professionalism. Capacity to anticipate needs, prioritize tasks, and deliver timely assistance to staff, volunteers, and stakeholders.

Technical Proficiency:
Proficiency in standard office software and ability to learn new tools quickly. (Microsoft Office Suite and mail merge or similar programs.)

Communication

Skills:

Demonstrated clear and professional verbal and written communication, with the ability to convey information effectively with all stakeholders.

Preferred…