Department: Alumni Relations & Dev NYC
Salary/Grade: NEX/12

Job Summary:

Coordinates a broad variety of administrative processes and activities, such as database maintenance and reporting; communications including basic website design; and the management of multiple office calendars and events. Reviews administrative work procedures, policies and operational methods; identifies and documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing and audit mechanisms; financial and performance metrics reporting; and regulatory and compliance systems.

The Program Assistant 4 supports the success of the New York Regional Office, which includes providing first-line technical development assistance and resources to the team, communicating with internal and external stakeholders, and coordinating administrative tasks for large- and small-scale events. As a key member of the New York Regional Team, the Program Assistant 4 participates in strategy discussions involving top donors and alumni populations in the region and supports Northwestern colleagues and leadership when in the New York region. This position serves as the first point of contact for visitors as well as for inquiries made to the New York Office. This position is based in New York City.

Please Note: This position is located in New York City and our office operates in a flexible hybrid model. This position works four days in the office and one-day remote per week. Occasional evenings will be required.

Specific Responsibilities:

Documents and Databases

* Prepares and compiles regular correspondences reports on major gifts and engagement activities, etc.

* Creates and/or maintains complex spreadsheets, databases, reports, queries, etc. based on supervisor's information objectives.

* Prepares digital event invitations.

* Reviews processes and recommends changes to incorporate technology as appropriate into administrative, recruitment, marketing, and educational components.

Website and Social Accounts

* Maintains website and supports the creation, writing, and editing of social media accounts.

Accounting

* Processes employee expense reports and ensures adherence to company expense policy and company travel policy.

* Performs vendor/account research as needed; obtains additional information or provides instruction and guidance by phone, mail or e-mail from customers/vendors; troubleshoots and reconciles expenses as needed.

* Human Resources

* Conducts candidate screenings and interviews for staff searches

* Assists in the onboarding of new staff by providing highly customized support and training to new hires. 5%

Coordination

* Manages offices calendars.

* Manages complex scheduling arrangements involving multiple parties and conferences, etc.

* Sets-up and cancels meetings based on knowledge of subject and attendees.

* Assists with event logistics including registration, booking travel arrangements, venues, catering, technology, etc.

Contacts

* Serves as the first point of contact in representing the New York Office with both internal and external constituents using high-level of discretion and confidentiality.

* Responds to unanticipated & complex issues.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

* A four-year college diploma or equivalent along with 3 years of administrative support experience is required.

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

* Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

* Team player and a strong attitude for collaboration.

* Commitment to diversity, equity, and inclusion

* Must meet Northwestern's values and behaviors of excellence, discovery, collaboration, diversity, and integrity.

Preferred Competencies: (Skills, knowledge, and abilities)

* Ability to work independently and problem-solve; exceptional time management and follow-up skills; possess exceptional written & oral communication skills; shows initiative; has an interest in academia/higher education.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at 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 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 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 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.

Target hiring range for this position will be between $28.50-$30.00 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.

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