Program Assistant 3, Corporate Engagement (hybrid)

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

Please note: The target budgeted hourly rate for this position is $22.00 - $23.00. 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:

The Program Assistant for Corporate Engagement will join a highly skilled team dedicated to fostering and sustaining corporate partnerships at Northwestern. They will provide essential support in a variety of ways including event planning, documentation and record keeping, calendar management, and social media updates.

This position will report to the Associate Director of Corporate Engagement and is under a hybrid work schedule. A hybrid work schedule includes 3 days in the office and 2 days remote. In addition, the Program Assistant will be expected to provide in-person support to Corporate Engagement events hosted on campus.

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.

Website

• Oversees organization and maintenance of website; creates new web pages and/or updates standard information/data within the application's content management program.
• Manages the Corporate Engagements bi-weekly newsletter and social media communications.
• Writes, edits, and posts articles and summaries to social media sites.

Accounting

• Approves appropriate expenses, purchases and reimbursements per 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.
• Generates summary reports and statistics.
• Processes routine payroll actions.
• Verifies invoices and expense reports; and/or reconciles to budget.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget.

Human Resources

• Initiates full range of HR actions such as new employee dept orientation.
• Explains HR procedures.

Coordination

• Manages the Senior Director's and department's calendar.
• Coordinates and manages information for multiple projects, processes, and reports.
• Manages registration and travel arrangements.
• Coordinates large scale and/or complex events.
• Collects agenda items and background materials.
• Coordinates complex itineraries for company visits.
• Ensures that all logistics such as advertising, registration, speakers, venues, catering, technology, etc. have been completed.
• Staffs events as needed.

Contacts

• Screens and prioritizes incoming communications.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Retrieves information to resolve problems or issues.
• Represents the dept, both internally and externally, managing and facilitating confidential and/or critical information.
• Responds to unanticipated and complex issues.

Student Services

• Provides a variety of administrative support for student services such as creating invoices, processing gifts, and responding to inquiries.

Supervision

• Manages work of temporary/work-study students and interns.
• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or equivalent required.
• Two 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.
• Ability to work as an effective team member and independently.

Preferred Qualifications: (Education and experience)

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree.
• Experience in programmatic or administrative support in a university setting.
• Experience managing financial records and/or reconciling expenses and processing invoice payments.
• Experience with Microsoft 365 suite of most common apps, including Word, Excel, Powerpoint, Sharepoint, Outlook, Teams.

Preferred Competencies: (Skills, knowledge, and abilities)

• Enthusiasm for engaging and working with company partners and Northwestern faculty, staff, and students.
• Ability to prioritize work for self; strong organizational and interpersonal skills; adeptness at handling detail; ability to multitask and resourcefulness; and willingness to take on new tasks and accommodate last minute requests.
• Excellent communication and customer service skills; ability to maintain composure during high stress situations; and ability to work with varying personalities and staff requirements.
• Ability to write clearly and concisely for various mediums; knowledge of and facility with social media platforms like LinkedIn.

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.