About the Kellogg School of Management at Northwestern University:
The Kellogg School of Management at Northwestern University develops brave leaders who inspire growth in people, organizations and markets. Based just outside of Chicago, the school is a global leader in management education, renowned for its distinctive thought leadership and pioneering approach to learning. Kellogg offers an innovative portfolio of programs: four Full-Time MBA programs including the accelerated One-Year MBA and Two-Year MBA options, and joint degree programs with the engineering and law schools; a Part-Time MBA Program; the premier Executive MBA global network; and extensive non-degree Executive Education programs.
About the Job:
The Program Assistant will work with all elements of the Kellogg School Annual Giving including reunion giving, the class gift program, the Kellogg Leadership Circle, all mailings and donor recognition. The Program Assistant will have the opportunity to work with staff members from all branches of the Advancement department on a variety of projects and will gain a broad overview of fundraising practices with a focus on annual giving. This position will report to the Director of Annual Giving.
This position coordinates a broad variety of administrative processes and activities such as database, and budget; communications including website updates; and management of supervisor(s) and/or department's multiple calendars and events. The Program Assistant 4 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.
Documents & Databases
Based on analysis, research, and/or knowledge of subject matter, professional field and/or topic, prepares and compiles correspondence, reports, etc.
Creates and/or maintains complex spreadsheets for Reunion, Kellogg Leadership Circle, Annual Giving prospects, pledge reminders, class gift campaigns and/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Coordinates the order of large data reports and mailing lists from NU Alumni Relations and Development office by completing intake order forms.
Manages and cleans mailing/email data for all Annual Giving solicitations and phone solicitations.
Updates NU and Kellogg donor database base regularly and runs reports from all systems including Kellogg Connect, Catracks/BI systems.
Assists as the official back-up stewardship coordinator for Advancement and manages all acknowledgement letters, daily gift reports and processes all Kellogg gifts that come to the Office of Advancement.
Maintenance of giving information on the Kellogg website ensuring ease and practicality of use for targeted audience and objective.
Creates custom giving carts for Kellogg Annual Giving solicitations.
Creates Annual Giving HTML email solicitations and sends out through iModules system.
Tracks incoming online gifts by solicitation.
Assist with planning, execution and follow-up on special events for reunion, class gift and stewardship as well as board meetings and other events.
Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
Manages complex scheduling arrangements involving multiple parties and conferences, international travel, etc.
Manages relationship and coordination with the mail house.
Manages coordination and relationship with the NU student phone program.
Sets-up and cancels meetings based on knowledge of subject & attendees.
Provide assistance for class gift committees including gift tracking, event planning, alumni and student volunteer support and prospect research.
Provide portfolio assistance for Annual Giving team members on prospect visits.
Provide customer service to donors with gift inquiries and follow-up on issues with giving and solicitation feedback by managing the Annual Giving email accounts.
Represents the department, program or project with various levels of personnel both internally and externally, managing and facilitating confidential and/or critical information.
Responds to unanticipated and complex issues.
Performs other duties as assigned.
A high school diploma or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
5 years of administrative support experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs.
Effective written and oral communication skills
Ability to make decisions to problem solve.
Experience with Microsoft Office (Word, Excel, PowerPoint, and Access).
Ability to multitask and ability to work on multiple projects simultaneously.
Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and or resources.
Preferred Qualifications: (Education and experience)
College degree or equivalent preferred.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
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. Hiring is contingent upon eligibility to work in the United States.
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highl...y collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.