Program Assistant 4, Alumni Engagement (Hybrid)

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

Please note: The target budgeted hourly rate for this position is $24.00 - $25.00. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

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

This position plays a critical role in advancing Alumni Relations and Development by providing comprehensive administrative support, project coordination, and logistical assistance to the Assistant Vice President of Alumni Engagement (AVP) and the Executive Director (ED) of the Northwestern Alumni Association (NAA). Serving as the first point of contact for alumni communications via email and phone, this position ensures all interactions are professional, warm, and responsive, reflecting the values of the University.

Key responsibilities include managing the AVP and ED's calendars, travel arrangements, meeting coordination, and preparation of sensitive documents with the utmost discretion. The Program Assistant also oversees the general alumni email inbox and phone line, addressing inquiries, offering resources, and connecting alumni to university programs and events. Additional duties include supporting the NAA leadership team with project coordination, assisting with event registration, preparing materials, reconciling finances, and contributing to the successful execution of strategic initiatives.

This hybrid position requires three days per week in the office and offers two remote workdays. Office hours are 8:30 a.m. to 5:00 p.m. Monday to Friday. May be asked to work outside of regular hours for NAA events.

Executive Support

• Review, prioritize, and act on incoming information and requests for the AVP/ED, addressing appropriate items on their behalf.
• Manage the AVP/ED and department calendars, including scheduling meetings, coordinating events, and organizing complex domestic and international travel itineraries.
• Prepare and facilitate meetings by arranging logistics, creating agendas, conducting research, and coordinating follow-ups such as contact reports and thank-you notes.
• Schedule team, monthly, and ad-hoc meetings for the AVP/ED, ensuring smooth communication and efficient planning.
• Strategize and optimize the flow of requests and projects for the AVP/ED, improving workflows and enhancing process efficiency.
• Coordinate HR actions for NAA staff

Project Coordination

• Organize and coordinate events, including creating timelines, collecting agenda items, and preparing briefings and background materials.
• Manage NAA administrative team projects and meetings from planning through execution.
• Coordinate Program Assistant/Program Coordinator meetings
• Maintain and update content on NAA websites and the alumni portal.
• Support event registration tracking, data entry, and reconciliation in alumni databases.
• 6Assist with cross-team projects, including financial reimbursements, membership updates, and drafting club memos.

Reporting and Databases

• Create and maintain standard spreadsheets and databases.
• Compile data from various sources to prepare queries, reports, statistics, tables, and charts.
• Conduct ongoing audits of the alumni website and NAA reports.

Interactions

• Provide information and support via phone, email, and mail, including managing the NAA General Phone Line, General Information Inbox, and co-managing the AVP/ED Inbox.
• Represent the NAA and alumni during business hours, staff NAA events, and engage with internal and external stakeholders at all levels.
• Address unanticipated and complex issues with professionalism and efficiency.

Accounting

• Review and reconcile AVP/ED expenses throughout the fiscal year.
• Process accounts payable and receivable, including travel reimbursements, invoice payments, and visitor reimbursements.
• Organize the zero-based budget process
• Investigate and resolve financial discrepancies efficiently.

Minimum Qualifications

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

Minimum Competencies

• Excellent customer service skills
• Demonstrated ability to track data and information
• Advanced knowledge of Microsoft Office Suite (Outlook, excel, etc.)
  

Preferred Qualifications:

• Experience in a higher education setting
• Previous experience providing executive administrative support

Preferred Competencies:

• Welcoming interpersonal and communication skills
• Successful working both independently and as a team member
• High level of project management
  
  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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