Program Assistant 3, Libraries, Block, and SPS

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:

This position provides administrative and fundraising support for The Block Museum of Art, Northwestern Libraries and Northwestern University Press, and the School of Professional Studies. The annual fundraising goal for these three units is $7 million in sum. This position provides a variety of administrative and project management support tasks, which include drafting donor acknowledgements and communications; expense management; preparing reports, using word processing, spreadsheet, database and/or presentation software; screening calls and visitors; preparing agendas and making arrangements including travel preparation for meetings and special events; and managing the needs of donor visits.

This role is within the fast-paced Schools & Programs team of Alumni Relations and Development (ARD). The ideal candidate will be an organized, strategic thinker, with the ability to efficiently and effectively support multiple front-line fundraisers and anticipate weekly, monthly and seasonal activities and deadlines. Primary responsibilities include donor briefings, trip planning, contact reports and donor communications. This position coordinates proposal data reports, gift stewardship, officer expenses, team budget, and donor correspondence content development. Assists with special events as needed.

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

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence.
• Proofreads and edits documents.
• Prepares weekly acknowledgement notes for each unit.
• 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.
• Developing invitations and newsletters.

Accounting

• Processes accounts payables and receivables.
• Ensures that charges have posted to appropriate accounts.
• Assists with reconciliation of accounts.

Coordination

• Coordinates calendars for supervisors and departments in terms of preparation for donor visits and other activities.
• Coordinates registration and travel.
• Coordinates events, which may include scheduling rooms, guest speaker and arranging for routine materials, technology and refreshments.
• Supports donor stewardship by sending gifts on special occasions and drafting correspondence from the dean or director.

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

Miscellaneous

Performs other duties as assigned.

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

• A high school diploma or equivalent required.

• 4 years of administrative support or other relevant experience required.

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

• Administrative Support: Ability to provide reliable and detail-oriented support to ensure smooth daily operations and efficient workflow.

• Communication: Clear and professional verbal and written communication with the ability to convey information effectively to diverse stakeholders.

• Organization & Prioritization: Ability to manage multiple tasks, deadlines, and competing priorities.

• Technical & Learning Agility: Ability to effectively use databases, CRM systems, spreadsheets, and other technology tools, or demonstrated learning agility with new systems.

• Confidentiality & Discretion: Ability to handle sensitive information responsibly and in alignment with institutional expectations.

Preferred Qualifications: (Education and experience)

• Experience supporting senior leaders, executives, or complex units.

• Experience providing administrative or program support in complex, mission-driven organizations (such as higher education, advancement, museums, student affairs, nonprofits, or government)

Preferred Competencies: (Skills, knowledge, and abilities)

• Adaptability: Ability to stay organized and effective in a fast-paced setting. Ability to prioritize tasks, manage competing deadlines, and adjust quickly to shifting priorities while maintaining quality and professionalism.

• Anticipatory Support: Ability to anticipate needs, plan ahead, and take proactive steps to support recurring activities, deadlines, and stakeholder expectations.

• Data Management: Ability to maintain accurate records, manage data with precision, and ensure integrity of information used for reporting and operations.

• Process Improvement: Capacity to identify efficiencies, streamline administrative processes, and enhance operational workflows.

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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.