Program Assistant 3, Bienen School of Music and SESP

Department: Alumni Relations & Development
Salary/Grade: NEX/11

Job Summary:

The Program Assistant 3 within Alumni Relations and Development provides administrative support for the directors of development for the Bienen School of Music and the School of Education and Social Policy, supporting fundraising operations and events for both schools. Regular tasks include drafting and preparing communications to donors, including gift acknowledgements and stewardship activities; creating donor briefings for deans and gift officers; pulling data and creating reports; drafting internal news updates; ordering supplies and promotional materials; managing travel planning and expense reports; and coordinating events. The position has frequent communication with Bienen and SESP leadership, staff, and volunteers, as well as with positions across Alumni Relations and Development.

Please note: This role is eligible for a hybrid work arrangement, up to two days remote and three onsite. This position is a hybrid position. Occasional work outside of regular working hours will be required for events and will be compensated appropriately. Some events will take place in locations away from campus but within the Chicago area.

Specific Responsibilities:

Documents & Databases

• Prepares drafts of correspondence, reports and presentations.
• Proofs for spelling & grammar.
• Enters information into spreadsheets &/or databases on donors, donor communication, donor proposals, and donor gifts.
• Processes donations that come by check directly to the schools.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.
• Conducts routine research on donor prospects for frontline officer travel and when there is a request requiring immediate response.

Accounting

• Verifies invoices and expense reports; and/or reconciles to budget.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Processes vendor contracts and payments as necessary.

Coordination

• Organizes and coordinates events which may include creating timelines, scheduling rooms and/or speakers, identifying and confirming vendors, processing contracts, drafting invitations and guest lists, tracking responses, developing day-of materials, and staffing events.
• Coordinates with Bienen School and SESP staff on scheduling, communications, donor contacts, data management and donations

Contacts

• Provides information via phone, e-mail, mail, etc.
• As requested, assists in planning small group events, including contacts with volunteers.
• Coordinates and leads tours of Ryan Center for Musical Arts.
• Represents supervisor in routine/standard situations with various levels of personnel both internally and externally. Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.

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

• Administrative Support: Ability to provide reliable, detail oriented support to ensure smooth daily operations and efficient workflow. Demonstrated skill in coordinating meetings, preparing materials, and handling inquiries with professionalism. Capacity to anticipate needs, prioritize tasks, and deliver timely assistance to staff, volunteers, and stakeholders.

• Technical Proficiency: Proficiency in standard office software and ability to learn new tools quickly (Microsoft Office Suite and mail merge or similar programs).

• Communication Skills: Demonstrated clear and professional verbal and written communication, with the ability to convey information effectively with all stakeholders.

Preferred Qualifications:

• Interest and experience in fundraising and higher education administration with particular interest in music and/or education desirable.

• Experience quickly learning and effectively using technology and software like databases, CRM systems, or student information systems.

• 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)

• Collaboration and Teamwork: Ability to work effectively with colleagues across teams and levels; strong listening skills; customer-service orientation.
• Critical Thinking and Problem-Solving: Demonstrated ability to generate new ideas, contribute constructively to discussions, and proactively move projects forward. Ability to seek out information independently, apply sound judgment, and bring practical solutions to challenges. Experience working effectively both independently and in collaboration with others to resolve issues and advance goals.
• Adaptability: Demonstrated 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.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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.