Program Assistant , Weinberg College

Position: Program Assistant 3, Weinberg College
Department:
Alumni Relations & Development

Salary/Grade: NEX/11

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

Job Summary:

The Program Assistant 3 provides comprehensive administrative and operational support for the development team of one of Northwestern University's largest schools:
Weinberg College of Arts and Sciences. The position reports to the Associate Director of Development Operations, who reports in turn to the Senior Director of Development.

The Program Assistant 3 monitors and contributes to key strategic goal activities and initiatives for the team, specifically those that center around stewardship of donors and volunteers, and operations for the team as a whole. Responsibilities include generating correspondence, briefings and reports, printed materials, meeting agendas, invitations, and lists, and maintaining database records that track donor and prospect interactions. In addition, the Program Assistant 3 coordinates, prioritizes, and executes administrative processes critical to specific functions or operations within the immediate team, as well as the department.

They create and maintain associated documents, spreadsheets, and data; organize meetings, special events, and mail/email direct appeals; and ensure that those whom they support are aware of critical issues and upcoming events.

Please note:

This role is eligible for a hybrid work arrangement, up to two days remote and three onsite.

General office environment. Occasional night and weekend hours

Specific Responsibilities:

Fundraising Operations Support

* Develops, writes, and edits development communications including acknowledgement letters, impact reports, one-pagers, etc.

* Manages correspondence including mail merges, creating invitations, sending communications, creating invitation lists, and RSVPs.

* Copy edits communications (proofs for spelling and grammar).

* Manages support of stewardship program including segmentation of donors, developing and getting approvals on thank you templates, pulling gift reports, and adding to the data base where needed. Helps execute stewardship for major donors including endowed fund reports, expendable fund reports, custom thank you gifts, and other stewardship programs.

* Supports unit's board of visitors on member communications, event planning, materials preparation, and website updates.

* Serves as liaison to Weinberg College departments and programs for fundraising. Develops and delivers gift reports, serves as a point of contact for development initiatives, ensures websites are up to date.

* Analyzes and prepares data and reports using ARD self-service reporting tools and liaises with Reporting and Analytics Department, Gift and Record Services, Fund Management, and Weinberg College finance team.

* Prepares both bespoke and routine reports, slides, statistics, tables, charts, etc., white papers, and processes, leveraging data and narrative information.

Administrative Support

Documents & Databases

* Maintains donor and volunteer information and donor system through data entry inclusive of data point updates, contact report entry, committee participation, etc.

* Files expense reports and reconciles budgets around events, board, stewardship, etc.

* 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 readily available materials to aid in donor identification, cultivation and stewardship.

* Determines format, elements, trends, etc.

Accounting

* Processes accounts payables and receivables.

* Ensures that charges have posted to appropriate accounts.

* Assists with reconciliation of accounts.

Coordination

* Coordinates calendars in terms of preparation for donor visits and other activities.

* Coordinates events, which may include scheduling rooms, guest speaker and arranging for routine materials, technology and refreshments.

* Supports donor…