Department: Alumni Relations & Development
Salary/Grade: NEX/12

Please note: The target budgeted salary for this position is $24.00 - $24.50 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 [email protected]. 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:

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, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

The Program Assistant 4 coordinates a broad variety of administrative processes and functions for the Marketing and Communications team in Alumni Relations and Development. Reporting to the Senior Associate Vice President for Alumni Engagement and Marketing and Communications, this position manages the SAVP’s calendar and provides administrative support to the SAVP and the Marketing and Communications team. The Program Assistant 4 also manages the print and digital materials libraries, assists with the project management process, processes departmental invoices and tracks the budget, and serves as the Systems Support Representative for the team.

Specific Responsibilities:

Documents and Databases

• Independently responds to and composes correspondence. 
• Creates and maintains standard spreadsheets, and/or databases,
• and PowerPoint presentations.Maintains the print and digital library.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Develops weekly reports on marketing activity for the Vice President of Alumni Relations and Development.
• Pulls reports as requested by Marketing team members.
• Serves as the System Support Representative (SSR) for the Marketing team.
• Determines format, elements, trends, etc.
  • Organizes files on the network drive.

Accounting

• Administers budgets for department, which may include approving purchases, reimbursements and/or orders.
• Processes invoices and expense reports.
• Completes journal entries. 
• Creates & monitors budget statements.
• Verifies that charges are accurate and posted to the appropriate account. 
• Reconciles accounts.
• Resolves discrepancies and/or outstanding encumbrances. 
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget. 
• Administer budgets and/or accounting balances for multiple awards.

Coordination

• Manages supervisor's and department calendar.
• Manages registration and travel. 
• Organizes and coordinates events, which may include creating timelines.
• Collects agenda items and background materials.
• Coordinates complex itineraries involving domestic and/or international travel, etc. 
• Collaborates with design team to obtain cost estimates for outside resources, including printing, mailing services, and freelance resources.
• Coordinates the distribution of marketing samples, and the inventory of printed marketing materials.
• Serves as a back-up to the Project Coordinator, managing ad hoc project requests from internal clients.
• Manages the on-boarding process for new MarComm team members.
• Orders and organizes office supplies.

Contacts

• Screens and prioritizes incoming calls. 
• Responds to inquiries.
• Serves as the liaison between the Marketing team and ARD’s IT and Facilities team.
• Provides basic interpretation of policies and procedures. 
• Researches information to resolve problems or issues.

Supervision

• Coordinates work of temporary/work-study students, interns, etc.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 5 years of administrative support experience is required.

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

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Competencies: (Skills, knowledge, and abilities)

• Proficient in Microsoft PowerPoint; advanced knowledge of word processing, spreadsheet, email, and database software programs.
• Demonstrated ability to multi-task in a fast-paced environment; the ability to follow-up and follow through.
• Exceptional organizational, analytical and communication skills to articulate a message to a variety of audiences both verbally and in writing.
• A proactive self-starter who functions with minimal direction, thinks strategically and understands the details within a larger context and demonstrates good judgment

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. For more information, please visit our COVID-19 and Campus Updates website.

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.
  

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About Northwestern University

Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.

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