Program Assistant 3, Bienen School of Music and SESP (Hybrid work schedule)

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:

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.

This Program Assistant 3 within Alumni Relations and Development provides administrative support for the directors of development for the Bienen School of Music and the School of Education and Social Policy, supporting fundraising operations and events for both schools. Regular tasks include drafting and preparing letters to donors, creating donor briefings for deans and gift officers, pulling data and creating reports, drafting internal news updates, ordering supplies and promotional materials, and coordinating events. The position has frequent communication with Bienen and SESP leadership, staff, and volunteers, as well as with positions across Alumni Relations and Development.

Specific Responsibilities:

Documents & Databases

• Prepares drafts of correspondence, reports and presentations including manuscripts, scientific, technical &/or statistical documents.
• Proofs for spelling & grammar.
• Enters information into spreadsheets &/or databases on donors, donor communication, donor proposals, and donor gifts.
• Processes donations that come by check directly to the schools.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.
• Conducts routine research on donor prospects for frontline officer travel and when there is a request requiring immediate response.

Accounting

• Verifies invoices and expense reports; and/or reconciles to budget.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Processes vendor contracts and payments as necessary.

Coordination

• Organizes and coordinates events which may include creating timelines, scheduling rooms and/or speakers, identifying and confirming vendors, processing contracts, drafting invitations and guest lists, tracking responses, developing day-of materials, and staffing events.
• Coordinates with Bienen School and SESP staff on scheduling, communications, donor contacts, data management and donations

Contacts

• Provides information via phone, e-mail, mail, etc.
• As requested, assists in planning small group events, including contacts with volunteers.
• Coordinates and leads tours of Ryan Center for Musical Arts.
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally. Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.
• Performs other duties as assigned.

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

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.

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

• Excellent writing and proofreading skills required. Ability to successfully manage multiple projects simultaneously and attention to detail are essential to this position.
• Intermediate+ knowledge of word processing, spreadsheets, email, and database software programs is required.

Preferred Qualifications: (Education and experience)

• Interest and experience in music and/or education desirable.

Preferred Competencies: (Skills, knowledge, and abilities)

• Experience in event planning, fundraising, education and/or music preferred.

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.