Program Assistant 3

Department: Law Development
Salary/Grade: NEX/11

Target hiring range for this position will be between be $22.15 to $26.21 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 will support the work of the Law Alumni Engagement Team. This individual will coordinate arrangements and streamline systems to help staff operate efficiently within University policy and procedures. This individual will also represent the department to various internal and external constituencies and creates & maintains associated documents, spreadsheets, databases, meetings, special events, etc. & alerts supervisor of critical issues & upcoming events.

Northwestern Pritzker Law prides itself on its active and diverse community, which brings together a passionate and talented group of students, staff, and faculty. The Law School endeavors to take principled action towards ensuring that we live up to our responsibility-and our institutional values-to create a diverse, equitable, and inclusive community for all constituents. Law School leadership commits to working tirelessly to ensure every member feels valued, all students can study and train to be successful in their careers, all staff members can develop personally and professionally, and where our faculty can both teach and support our students and produce top quality research and scholarship.

Specific Responsibilities:

Alumni Engagement Team Support:

• Prepares manuscripts, technical &/or statistical documents.
• Provides lead administrative support for many Engagement events, Reunion and programs. Support to include (but not limited to): invitation mailings and notices, setup and management of online event posting and detail, event registration, name tag/tent preparation, on-site event set-up and support, and materials preparation
• Responsible for documenting contacts and correspondence between AEDR staff and alumni/donors in Catracks database. Assist with logging alumni volunteer activity, event attendance, running monthly/standard regional alumni reports, and other relevant alumni detail in Catracks
• Proofs for spelling & grammar
• Enters information into spreadsheets &/or databases
• Compiles routine reports, statistics, tables, charts, etc. from
• readily available information
• Manages administrative support for the Law School Board as well as Northwestern Law Alumni Affinity Groups

Financial Support:

• Manages ARD budget and helps prepare for quarterly financial forecasting
• Approves appropriate expenses, purchases & reimbursements per budget. Creates & maintains financial records which may include preparing forms; verifying appropriateness & accuracy of charges; processing & reconciling expenses, accounting transfers, &/or appropriation changes; updating financial transaction spreadsheets & databases. Generates summary reports & statistics. May maintain accounting balances for contracts
• Manages donations and financial transactions:
• Processes checks from donors and directs to correct gift account
• Runs monthly/special request gift reports from the donor database system
• Processes travel reimbursements and other invoices and works with the University's Financial and Payment Systems
• Assist in the planning, execution, and post event reporting for Alumni Relations events Responsibilities include:
• Creating registration pages and email invitations and monitoring RSVP's.
• Assists in scheduling details such as venue, space, caterers, musicians, technical requirements, name tags, etc.
• Creates briefings for the Dean for Alumni Relations events they attend
• Responsible for tracking participants & volunteers, recording engagement, and donor interactions in the database
• Implements, administers and tracks approved budget for designated programs and/or events
• Organizes and manages event logistics on and off site
• Prepares event plans & summaries. Reviews information and recommends best practices for future events
• Assists with volunteer management, including generating reports and lists, coordinating updates, and other scheduled communications

Event Support:

• Assist with department calendars including registration & travel
• Organizes & coordinates events which may include creating timelines; collecting agenda items & background materials; creating registrant profiles; coordinating complex itineraries involving domestic &/or international travel, etc.
• Assist with preparing annual event, conference &/or meeting budget; verify invoices & expense reports; &/or reconcile to budget
• Manages all PA's as it relates to Reunion

Department Operations Support:

• Screens & prioritizes incoming calls. Responds to inquiries & may provide basic interpretation of policies & procedures. Research 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.)

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications: (Education and experience)

• Experience in development is desirable
• A basic knowledge of budgeting and statistical procedures
• Must be a self-starter and adept at creating and streamlining administrative systems and functions to assure optimal use of LARD products and data
• The ability to prioritize and multitask are key; must have substantial abilities in systematizing processes and generating reports
• Strong organization and interpersonal skills, attention to detail and accuracy, and strong communication skills, both written and oral. English and grammar proficiency are essential as are strong telephone skills;
• Ability to interact with ease, and on a regular basis, with volunteers, donors, prospects and senior management personnel of the University
• Excellent skills in administration of correspondence and files, computer databases, and word processing systems
• Strong technical know-how, especially in word processing, formal document preparation, database management and research, and reporting. Knowledge of Microsoft Word, Access, Excel and PowerPoint is preferred

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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