Program Assistant 3, Leadership Annual Giving

Department:
Alumni Relations & Development

Salary/Grade: NEX/11

Please note:

The target budgeted salary for this position is $22.25 - $23.25 hourly. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

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.

• 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
• Support 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.
• Assist with data requests and building data extensions for event invitations and communications
• Processing invoices and reimbursements
• Assist 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.
• Collaborate with staff across Alumni Relations and Development to ensure smooth day-to-day operations.

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.
• 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

• Processes appropriate 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.

• 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

• Responds to email and phone inquiries for Leadership Giving accounts
• 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, detail-oriented support to ensure smooth daily operations and efficient workflow. Demonstrated skill in coordinating…