Program Assistant 3, McCormick and Research
Northwestern University
Localização do trabalho
Evanston, IL, USA
Status de emprego
Tempo total
Detalhes sobre a oferta de trabalho
Department: Alumni Relations & Development
Salary/Grade: NEX/11
Job Summary
Please note: The target budgeted salary for this position is $22.00 - $22.50 hourly. Offers will be based on candidate experience and education, as well as equity within Northwestern University.
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.
This position supports two teams within Alumni Relations and Development -- the McCormick School of Engineering and the Office of Research/University-Wide Research Institutes & Centers.
Though an entry level position, this is an integral team performer responsible for a variety of administrative oversight and activities including donor correspondence and stewardship; gift reporting; leadership briefings; database management; invoice and reimbursement processing; and coordination of event invitations and logistics. Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, marketing and internal/external communications, spreadsheets, databases, meetings, special events, etc.
Specific Responsibilities
Documents & Databases
• Drafts and maintains routine reports, donor briefings, gift reports, statistics, tables, charts, etc. from readily available information.
• Independently responds to and composes correspondence. Proof reads for spelling & grammar.
• Creates, updates, manipulates, and maintains standard spreadsheets and/or databases, including maintaining/updating proposals, gift officer metrics, and special projects.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Creates donor briefings and supports donor acknowledgment process.
• Works with team to maintain and update marketing and communication materials, including one-sheet and case support for gift opportunities.
Website
• Maintains internal websites, blogs, and/or newsletters.
• Creates new web pages and/or updates standard information/data within the application’s content management program.
Accounting
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Ensures that charges have posted to appropriate accounts.
• Investigates & resolves discrepancies.
• Creates and maintains financial records.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Generates summary reports and statistics.
• Maintains accounting balances for team budgets.
• Works with internal partners to ensure proper accounting for gifts and donor stewardship.
Coordination
• Manages, maintains, and coordinates supervisor's and/or team calendars.
• Manages registration and travel.
• Organizes and coordinates events which may include creating timelines, scheduling rooms, arranging for routine materials, technology & refreshments.
• Collects agenda items and background materials for meetings.
• Coordinates complex itineraries involving domestic and/or international travel.
• Supports the preparation of annual events, conference and/or meeting budgets.
• Verifies invoices and expense reports; and/or reconciles to budget.
Contacts
• Screens and prioritizes incoming calls and email messages.
• Records, tracks, and responds to inquiries.
• Research information to resolve problems or issues.
• Supports team management of CATracks by logging/entering contact reports.
Miscellaneous
• Performs other duties as assigned.
Minimum Qualifications
• A high school diploma or its equivalent.
• Four years of administrative support (or its equivalent) experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Qualifications
• Completion of Associates Degree or working towards completing undergraduate degree.
Preferred Competencies: (Skills, knowledge, and abilities)
• Excellent verbal and written communication.
• Prove ability to manage and prioritize multiple projects.
• A willingness to learn.
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
