Program Assistant , Leadership Annual Giving

Program Assistant 3, Leadership Annual Giving

Program Assistant 3, Leadership Annual Giving, provides integral administrative support with a range of team projects and tasks for the Leadership Annual Giving team, including donor events, through coordination, preparation of materials and on-site or virtual assistance as needed. This position utilizes systems and tools, including but not limited to:
Outlook, Cat Connect (Salesforce), Blackthorn, Salesforce Marketing Cloud, Give Campus, Microsoft Office Suite, Tableau, BI, and NU Financials.

Responsibilities include:

• Managing donor and prospect data for Leadership Giving officer assignment, solicitation, and stewardship
• Creating and producing ad hoc reports for the Leadership Giving team
• Handling the Leadership Giving team email account and calendar
• Supporting the NULC Board by managing Give Campus and Cat Connect data updates, maintaining data accuracy and integrity, generating reports, coordinating mass communications, and preparing meeting agendas, materials, and content.
• Building emails and event invitations in Salesforce Marketing Cloud, ARD's email marketing software, to circulate for approval and send to a designated audience.
• Assisting with data requests and building data extensions for event invitations and communications
• Processing invoices and reimbursements
• Assisting with the Director of Leadership Giving's expenses, prospect data, and other duties assigned
• Providing logistics coordination for NULC events and programming, which may include scheduling, tracking RSVPs, communicating with guest speakers and/or arranging travel, formatting presentations, preparing briefings, and creating nametags/event materials.
• Collaborating with staff across Alumni Relations and Development to ensure smooth day-to-day operations.

Specific Responsibilities:

• Documents & Databases:
  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 various sources. Prepares mailings and emails from mail merge sources including complicated sets of data Collects feedback on mailing data from multiple colleagues and garners approvals Analyzes data to determine report format, elements, trends, etc.
  
  Pulls data from donor database for officer prospecting and solicitations based on multiple factors including geography, demographics and past giving
• Accounting:
  Appropriates expenses, purchases and reimbursements per budget. Creates and maintains financial records. Prepares forms. Verifies accuracy of charges. Processes and reconciles expenses, accounting transfers, and/or appropriation changes. Updates financial transaction spreadsheets and databases.
• Coordination:
  Manages dept calendar and email account Manages Leadership Giving Officer and guest speaker travel Supports events by tracking RSVPs, creating briefings, nametags, and check-in lists. Builds emails and events in Salesforce Marketing Cloud, ARD's email marketing system. Collects agenda items and background materials. Schedules zoom and in-person meetings Coordinates complex itineraries involving domestic and/or international travel, etc. Orders supplies for team members and mailing projects Contacts Responds to email and phone inquiries for Leadership Giving accounts 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:

(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 the ability to learn new tools…