Program Assistant 3, Annual Giving (Hybrid)

Department: Alumni Relations & Development
Salary/Grade: NEX/11

About Alumni Relations and Development

Alumni Relations and Development appreciates that the collective sum of our individual differences, experiences, knowledge, and self-expression is crucial for our success. We strongly invite candidates of all backgrounds to apply and to participate fully and authentically in our workplace.

We encourage you to apply even if you do not believe you meet 100% of the preferred qualifications.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Alumni Relations and Development is committed to genuine inclusion. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Elizabeth Frisch at efrisch@northwestern.edu. Consistent with its obligations under the law, Northwestern will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential job responsibilities.

Job Summary

The Program Assistant in Annual Giving provides administrative and internal reporting support to the Executive Director, and plays a key role in responding to donors, as well as provides project support to the individual teams within Annual Giving.

Supports the Executive Director in day-to-day duties, including scheduling, travel, and donor management support. Works to provide timely and knowledgeable responses to a high volume of phone, email, and web inquiries from donors. Responds to donor inquiries regarding giving history, giving deadlines, contact information updates, funding areas, giving page questions, giving society memberships, and University statements. Tracks responses and ensures data is moved to the database. Also may support the Annual Giving team in mass stewardship efforts and event support.

The program/project is summarized below. (Definitions: Program: plan or system of taking action toward a goal. Project: planned actions with specified beginning & end.)

Specific Responsibilities:

Administration

• Supports Executive Director in day to day team operations
• Ensures the donor response program/project mission, values, guidelines, policies & procedures are implemented & maintained.
• Manages design and development of donor response program databases; compiles & analyzes data; prepares reports. Ensures donor information is transferred to the database in prompt manner. May update the tracking system to a new model.
• Reviews processes and recommends changes to incorporate state-of-the-art technology and educational components as appropriate into donor response program.
• Identifies service improvement opportunities that will better enable program/project to achieve its goals and objectives.
• Acts as liaison to IT and the gift and records team to ensure technology and gift input systems are properly installed & maintained.
• Acts as a liaison to the marketing team to ensure University responses are appropriate
• Executes mass stewardship efforts.

Budgets & Financial

• Participates in budget preparation.
• Maintains budget & associated analysis & reports.
• Manages billing. Enters individual &/or summary of transactions into journals &/or general ledger or other Northwestern enterprise system.
• Reviews; ensures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.
• Processes transfer &/or appropriation charges & may balance &/or close accounts.
• Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction & guidance by phone, US- or e- mail from customers/vendors; corrects or escalates.

Communication, Internal Relations

• Develops professional, consistent internal PowerPoint presentations.
• Strengthens partnerships with internal teams across ARD by promoting and marketing resources of annual giving program.
• Reviews cross team feedback to increase partnerships and engagement, etc.

Evaluation

• Observes and tracks donor program response trends and interacts with alumni for purpose of gaining donor insights, growing and strengthening program knowledge, and optimizing alumni satisfaction.
• Analyzes evaluation data from alumni and website to assist in program/project development and updates.
• Implements changes as a result of surveys or other indicators.

Events

• Supports Annual Giving (AG) team's program (student and leadership donor) events.
• Coordinates AG event programming including agendas and invites and arranges Annual Giving meetings, workshops, events, etc. designed to exchange information, promote team objectives, and to build internal and external relationships within Northwestern.
• Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• At least one year administration, customer service, or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Intermediate knowledge of excel, word processing, PowerPoint, spreadsheet, email, and database software programs is required.

Preferred Qualifications: (Education and experience)

• Customer service experience.

Preferred Competencies: (Skills, knowledge, and abilities)

• Excellent judgement, high level of professionalism, ability to handle high volume as well as ability to be comfortable working with multiple team leads.

Target hiring range for this position will be between $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.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.