Program Coordinator, Major Gifts

Department: Kellogg Advancement
Salary/Grade: NEX/12

Job Summary:

The Kellogg School of Management at Northwestern University is proud of its global network of more than 72,000 alumni. With a network as broad as ours, we know how important it is to facilitate connections between and among our alumni in order to build a strong, engaged global community.

As an elite global business school, we are uniquely prepared to drive meaningful change in business and society to reinvent business education by stepping into the next strategy and vision of Kellogg with the recently launched $600 million Full Circle Campaign supported by the Major Gifts fundraising team at Kellogg. As a vital role on this team, the Program Coordinator role is responsible for providing critical operational support to a best-in-class, highly effective, major gifts fundraising team.

Day-to-day responsibilities of this role will include being integral to the internal campaign management and coordination with our Alumni Relations team, and various units at Kellogg and the University to tighten coordination on alumni/prospect campus activity. This work will include, but not limited to, supporting fundraising campaign events and logistics; top prospect/donor-facing communication; creating PPT presentations, curating our new building information; organizing and vetting of key prospect lists; managing reports of and tracking dean activity; and creating dean-facing documents on major gift activity and proposals. The coordinator will also support team meetings; help with the Senior Director's calendar, meeting scheduling and prioritization; as well as contact reporting and proposal entry and processing expenses and updating data and more. They will be motivated by being a part of a vibrant and successful team whose mission is to exceed fundraising goals during and after the campaign.

Please note: This is a hybrid work environment, with required days in the office each week for team meetings, team building, and to support events, occasionally in the early morning or evening hours. Hours in the office can vary depending on the needs of the department.

Specific Responsibilities:

Administration

• Supports and manages the day-to-day operations of the major gifts fundraising team.
• Supports fundraising campaign events:
• Manages RSVPs, logistical coordination, and top prospect/donor-facing communication.
• Supports all program, project, team, and individual Major Gift office (MGO) needs
• Creates and manages PPT presentations about the department priorities; coordination and preparation of iPads
• Organization of multiple lists of alumni names/$1M+ vetting/faculty and department staffing
• Manual updates to reports of dean activity: visits/last steps/next steps
• Creates dean-facing communications and documents representing major gift team activity, initiatives, plans, reports, details on open proposals, etc.
• Team meeting management
• Liaison/point person/representing us to IMC and other units to tighten coordination on alumni/prospect campus activity
• Integral to internal campaign management, information, coordination with Alumni Relations team, IMC language/marketing opportunities
• Assists with Senior Director's calendar/meeting scheduling/prioritization
• Contact record/proposal entry
• Processes expenses
• Updates data for accuracy
• Ensures that program/project mission, values, guidelines, policies and procedures are implemented & maintained.
• Manages design and development of program databases; compiles and analyzes data; prepares reports.
• Reviews processes and recommends changes to incorporate state-of-the-art technology as appropriate into administrative, recruitment, marketing, and educational components.
• Identifies service improvement opportunities that will better enable program/project to achieve its goals and objectives.
• Acts as liaison to IT to ensure technology systems are properly installed & maintained.

Budgets & Financial

• Participates in budget preparation.
• Maintains budget & associated analysis & reports.
• Enters individual and/or summary of transactions into journals and/or general ledger or other NU enterprise system.
• Reviews and ensures approval based on alternatives regarding practice and policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles and provides receipts (as appropriate) for transactions.
• Processes transfer and/or appropriation charges & may balance &/or close accounts.
• Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction and guidance by phone, US- or e- mail from customers/vendors; corrects or escalates.

Events

• Coordinates programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
• Develops plans and arranges meetings, workshops, events, etc. designed to exchange information, promote research objectives, and to build internal and external relationships within NU.
• Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• 1 year program/project administration or other relevant experience.

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

• Strong knowledge of Microsoft Office Suite; familiarity with Tableau
• Agile at learning new software programs including NU specific and troubleshoot technology
• Ability to manage team meetings, including invites, agendas, use of technology and writing accurate meeting minutes
• Ability to pivot quickly when priorities change
• Ability to prioritize tasks and manage time efficiently
• Detail-oriented with excellent writing and verbal communication
• High flexibility and able to work effectively with internal and external stakeholders, including prospective donors.
• Able to prioritize multiple deadlines and projects simultaneously.
• Strong organizational skills, planning, and facilitating collaboration.
• Thrives in a team environment and is self-directed and confident working independently.

Preferred Qualifications:

• 2-3 years program/project administration
• 2-3 years supporting multiple individuals in a dynamic, fast-paced environment
• Experience in fundraising, development, alumni relations and/or higher education
• Experience managing meetings from agenda-setting through distribution of minutes

Preferred Competencies: (Skills, knowledge, and abilities)

• Advanced knowledge of Microsoft Office Suite and ability to troubleshoot technology
• Ability to build and maintain strong relationships
• Ability to anticipate the needs of stakeholders and make recommendations based on real-time and cumulative knowledge of department activity
• Ability to map activity across the department to offer solutions and create efficiencies for MGOs
• Ability to see the big picture and understand our goals, in order to achieve the desired outcome.
• Ability to synthesize information quickly and see points of convergence

Target hiring range for this position will be between $60,000 - $62,000 per year. 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.

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