Program Assistant 3, Annual Giving

Northwestern University; Evanston (IL); Hybrid; USD 46,000 - 48,000; Full time

Job summary

Northwestern University in Evanston is seeking a Program Assistant in Annual Giving to provide administrative and data reporting support to the Digital Gift Officers and to help manage donor communications, data integrity, and fundraising efforts.

The role coordinates donor acknowledgments, offline gift uploads, reunion and class scholarship data, and maintains related web content, with a hybrid schedule of up to two remote days.

Qualifications

• High school diploma or equivalent required.
• 4 years of administrative support or related experience.
• Proficient in word processing, spreadsheets, email, and database software.
• Experience with Microsoft Excel or Google Sheets.

Responsibilities

• Respond to correspondence and maintain standard spreadsheets/databases.
• Pull donor data for officer prospecting and solicitations based on multiple factors.
• Manage offline gift uploads and donor acknowledgments.
• Maintain Reunion honor roll and Class Scholarship web content; support related data tasks.
• Provide back-up coverage for the Annual Giving 800 line and email.

Skills

Word processing

Spreadsheet software

Email communication

Database software

Education

High school diploma or equivalent

Tools

Microsoft Excel

Google Sheets

Job description

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

Target hiring range for this position will be between $22.25 - $23.25 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

The Program Assistant in Annual Giving provides administrative and internal reporting support to the Digital Gift Officers as well as provides project and support for the Annual Giving department. This role serves as a key liaison between donors, alumni, and internal stakeholders, ensuring timely, professional, and accurate communication while delivering exceptional customer service. The position is responsible for maintaining and analyzing donor data, generating reports and prospect lists, managing gift processing activities, and supporting fundraising and stewardship efforts through accurate database management and reporting. The Program Assistant coordinates donor acknowledgments, facilitates offline gift uploads, and supports reunion and class scholarship fundraising initiatives by maintaining related data and web content.

Please note: This role is eligible for a hybrid work arrangement, up to two days remote and three onsite. May be asked to work events outside of normal business hours on occasion.

Specific Responsibilities

Documents & Databases

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Pulls data from donor database for officer prospecting and solicitations based on multiple factors including school/unit, class year and past giving.
• Manages off-line gift uploads for Class Scholarship website.
• Maintains data for Reunion donor acknowledgements and sends monthly correspondence.

Website

• Maintains Reunion honor roll website and Class Scholarship website.
• Creates new web pages and/or updates standard information/data within the application's content management program.

Contacts

• Manages the Reunion Giving team email account and provides excellent customer service in responding to donor inquiries
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.
• Provides back-up and vacation coverage for the Annual Giving 800 line and email inbox, including during Winter Recess, Giving Tuesday and the last week of August (fiscal year end).
• Fulfills the responsibilities of the SSR contact for the team.
• Performs other duties as assigned, including cross training for expense reports/finance.

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: (Skills, knowledge, and abilities.)

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
• Experience utilizing Microsoft Excel or Google sheets.

Preferred Qualifications

• Experience working in a setting with multiple simultaneous projects

Preferred Competencies: (Skills, knowledge, and abilities)

• Comfortable working independently and bringing solutions to the team.
• Strong oral and written communication skills
• Analytical mindset and strong aptitude for Excel and other data software
• Team player; coachable; self-starter; takes initiative.
• A willingness to learn and curiosity

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parentalleave;tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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.