Program Assistant 4, Alumni Engagement (Hybrid)

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

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 events.

For full consideration, please submit a cover letter with your resume.

Please note: Staff member may be asked to work NAA events outside of regular business hours including weekends.

Specific Responsibilities:

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.

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.
• Assist 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.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

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

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

• 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-level administrative support

Preferred Competencies: (Skills, knowledge, and abilities)

• Demonstrates initiative and independence in managing responsibilities, consistently identifying opportunities for improvement without requiring direct supervision
• Maintains a high level of accuracy and thoroughness in all tasks, ensuring that deliverables meet quality standards and deadlines
• Approaches challenges with creativity and innovation, regularly proposing new ideas and solutions that enhance team effectiveness and operational efficiency
• Communicates clearly and professionally across all levels of the organization, ensuring alignment and understanding through written and verbal channels
• Thrives in team environments, actively contributing to group discussions, fostering positive relationships, and supporting shared goals
• Effectively plans, organizes, and executes complex projects, balancing multiple priorities while ensuring timely completion and stakeholder satisfaction

Target hiring range for this position will be between $23.00 to $25.00 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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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 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.