Program Assistant 3, Principal Gifts and International Development

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

Target hiring range for this position will be between $22.00-$23.00 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.

Job Summary:

This position functions as operational support for the Principal Gifts and International Development teams which supports the work of the university's fundraising at the highest level as international fundraising and development. Work may include a variety of special projects and initiatives related to principal gift or international donors, prospects, research, and data. This position will provide comprehensive administrative and logistical support to Assistant Vice President to ensure the execution of administrative operations. Responsibilities include managing calendars and scheduling, preparing detailed briefings and reports for leadership, entering and compiling data for tracking and analysis, maintaining accurate contact reports, and coordinating all aspects of travel, expense reports and meeting logistics. The role requires organizational skills, attention to detail, and the ability to prioritize multiple tasks in a fast-paced environment. The supervisor for this position is based in ARD's New York Regional Office.

Please note: This role is eligible for a hybrid work arrangement, up to two days remote and three onsite.

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.
• Determines format, elements, trends, etc.

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.
• Maintains accounting balances for grants/contracts.

Coordination

• Manages supervisor's calendar.
• Manages registration and travel logistics, including airfare and hotel accommodations.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and international travel to Europe.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts

• Responds to inquiries.
• Researches information to resolve problems or issues.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.

• 4 years of administrative support or other relevant experience required.

Minimum Competencies:

• Administrative Support: Ability to provide reliable and detail-oriented support to ensure smooth daily operations and efficient workflow.

• Communication: Clear and professional verbal and written communication with the ability to convey information effectively to diverse stakeholders.

• Organization & Prioritization: Ability to manage multiple tasks, deadlines, and competing priorities.

• Technical & Learning Agility: Ability to effectively use databases, CRM systems, spreadsheets, and other technology tools, or demonstrated learning agility with new systems.

• Confidentiality & Discretion: Ability to handle sensitive information responsibly and in alignment with institutional expectations.

Preferred Qualifications:

• Able to work independently and effectively solve problems while demonstrating strong initiative.

• Possess exceptional time management and follow-up skills to ensure timely completion of tasks and projects.

• Use a proactive approach to responsibilities and decision-making.

Preferred Competencies:

• Collaboration and Teamwork: Ability to work effectively with colleagues across teams and levels; strong listening skills; customer-service orientation.

• Data Management: Proficiency in managing large, complex databases with accuracy and attention to detail. Capacity to ensure confidentiality of sensitive information, maintain reliable records, and produce clear reports to support decision making and program operations.

• 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, 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.