Department: MED-NU-FSM Off of Dev & Alumni
Salary/Grade: NEX/12
Job Summary:
The Administrative Assistant 4 provides executive administrative support to the Vice Dean for Development and Alumni Relations/Northwestern Medicine Executive for Development, the Assistant Dean (supervisor), and development teams focused on medical school fundraising and donor stewardship. Duties include managing scheduling, meeting and event coordination, purchasing and reimbursements, record keeping, and travel planning for staff supported. The Administrative Assistant provides key leadership in coordinating logistics and planning for signature events within the department. In addition, they are responsible for generating correspondence, reports, printed materials, agendas, invitations, and maintaining database records that track donor and prospect interactions.
Please note: Provides on-site support for events, some of which occur in the evening or on weekends.
Northwestern University, the Feinberg School of Medicine, and its Development and Alumni Relations office seek a diverse workforce and are actively recruiting candidates in accordance with the university’s commitment to diversity, inclusion, and equal opportunity.
Specific Responsibilities:
Executive Administration and Coordination
- Manages the Vice Dean's calendar and the Assistant Dean's calendar, as well as providing scheduling and meeting support for other staff as needed.
- Manages complex scheduling arrangements involving multiple parties, domestic and international travel, etc.
- Proactively compiles and delivers preparatory materials and briefings for meetings, events, and executive communications.
- Creates and updates presentation materials for the Vice Dean using PowerPoint and other applicable software.
- Produces correspondence: responsible for compiling, securing approval(s)/signature(s), scanning and documenting final copies, and ensuring timely mailing.
- Prepares documents and reports and executes scheduling and communication tasks using both Microsoft and Macintosh operating systems.
- Provides project management for direct marketing initiatives (postal mail, email).
- Orders supplies and other items as requested.
- As needed, acts as receptionist for the department, providing front desk coverage: answering calls, greeting and directing visitors, and performing front desk administrative tasks.
Databases, Applications, Reports
- Executes queries, proactively provides reports, and updates prospect data in Northwestern’s alumni and constituent CRM (client relationship management) platform, as well as the Cognos business intelligence tool.
- Gathers information and compiles reports for use by executive leadership.
- Prepares queries, reports, statistics, tables, charts, etc. using Microsoft Office applications.
- Responsible for digital document entry and retrieval using the OnBase document management system.
- Serves as a Staff Support Representative (SSR) for the department, providing first-level support and answering questions regarding the university’s development applications toolset. Will participate in the development and rollout of a new Salesforce-based CRM.
Prospects and Gifts
- Independently responds to prospects, donors, alumni, etc. via phone, email, or correspondence, as appropriate.
- Writes acknowledgement letters on behalf of gift officers supported and assists with other stewardship reports and recognition for top donors.
- Produces direct solicitations and other mailings throughout the year, managing the various elements of the mailing, including external vendors, and monitoring results.
- Assists gift officers with portfolio management: prepares briefings, distributes prospect information and maintains robust record of prospect interactions including visits, events, correspondence and proposals. Helps facilitate next steps with top prospects.
- Enters and extracts constituent (donors, prospective donors, volunteers, and alumni) data in the alumni and constituent CRM.
- May draft text for informational/marketing materials.
- Alerts supervisor of potential donor situations with information obtained through the course of communication.
Events
- Coordinates large scale and/or complex events.
- Manages invitations, RSVPs, and guest lists, and makes follow-up calls as needed.
- Ensures that all logistics such as advertising, registration, speakers, agenda, travel arrangements, venues, catering, technology, etc. have been completed.
- Monitors event budget, verifies invoices and expense reports, and reconciles expenses to budget.
- Provides on site staff support for managed events – some events occurring in the evening or on weekends.
Budgets
- Manages and tracks budgets for the Vice Dean’s office, the Assistant Dean, Global Health, and Donor Stewardship.
- Processes requisitions, purchases, and reimbursements per budget.
- Requests travel and expense reimbursements for officers supported.
- Tracks and monitors transactions; verifies appropriateness and accuracy of charges.
- Generates budget summary reports and statistics.
- Assists with annual budget preparation for individuals and groups supported.
Contacts and Collaboration
- Represents the department with various levels of personnel, both internally and externally, managing and facilitating confidential and/or critical information.
- Responds to unanticipated and complex issues.
- Collaborates with internal department partners and University partners; utilizes key partnerships to coordinate projects and meetings with departments/divisions/centers within the medical school.
- Works with colleagues throughout Feinberg School of Medicine to manage activities related to grateful patient fundraising and alumni giving.
- In concert with team members and other Development and Alumni Relations staff, assists with the development and production of promotional materials about different departments and research initiatives for which funds are raised.
Supervisory
- Provides training and mentoring to part-time or temporary employees as needed.
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications:
- Successful completion of a full four-year course of study in an accredited college or university leading to a bachelor's or higher degree or two years equivalent experience in a development (fundraising/philanthropic) function.
- Five years of administrative support or other relevant experience required.
- Experience working with a complex relational database/CRM is required; Ellucian Advance or Salesforce experience preferred.
Minimum Competencies: (Skills, knowledge, and abilities.)
- Advanced knowledge of word processing, spreadsheet, e-mail (including the Microsoft Office suite) and database software programs is required.
- Strong abilities are required in the following areas:
- Demonstrated data management skills
- Written and verbal communication
- Scheduling and event logistics; project management
- Organization/time management
- Presentations and report compilation
- Writing and proofreading skills
- Independent self-starter with exceptional attention to detail.
Preferred Qualifications:
- Experience providing executive administrative support.
- Experience working in a nonprofit/philanthropic fundraising or constituent engagement environment.
Target hiring range for this position will be between $20.85-$26.07 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.
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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