Job Summary:

Development Assistant, Major Gifts coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with a specific function or function(s) within development. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events. Reporting to the Assistant Dean for Development within Feinberg Development and Alumni Relations, this position provides high level administrative support for a team of 3-4 development officers assigned to raise philanthropic funds for the Translational Neurosciences at the Feinberg School of Medicine. The Development Assistant is responsible for generating correspondence, reports, printed materials, meeting agendas, invitations and maintaining computer records that track donor and prospect interactions.

Specific Responsibilities:

Strategic Planning

• Administers and maintains existing strategic plans. 
• Recommends changes and improvements to maximize and ensure most effective and efficient use of revenue streams.

Collaboration

• Involves moderate level of collaboration with internal department partners and low level of collaboration with University partners in implementing and expanding existing relationships to accomplish strategic goals. 
• Utilizes key partnerships to coordinate projects and meetings with departments/divisions/centers within the medical school.
• Works in concert with colleagues in the Translational Neurosciences to manage activities related to grateful patient fundraising and alumni giving within this area.
• Works in concert with team members and other Development and Alumni Relations staff to develop and produce promotional materials on different departments and research initiatives for which funds are raised.

Prospects and Gifts

• Independently responds to and composes correspondence to prospects, donors, alumni, etc. 
• Writes acknowledgement letters on behalf of gift officers supported.
• Produces solicitation mailings throughout the year, managing the various elements of the mailing, managing external vendors as needed, and monitoring results.
• Mails donor correspondence, including letters, stewardship reports, invitations, cards, newsletters, etc. and makes follow-up calls as needed.
• Creates and maintains spreadsheets and/or databases using Microsoft Office applications.
• Compiles mailing and invitation lists from disparate sources, with close attention to detail and patient confidentiality.
• Prepares queries, reports, statistics, tables, charts, etc. based on information gathered from various sources; determines format, elements, trends, etc. 
• Assists gift officers with portfolio management: prepares briefings, distributes prospect information and maintains robust record of prospect interactions including visits, events, correspondence and proposals.
• Performs data entry and extracts reports from the department’s Ellucian Advance database (CATracks).
• Responsible for digital document entry and retrieval using the OnBase document management system.
• May draft text for informational/marketing materials.
• Alerts supervisor of potential donor situations with information obtained through the course of communication.

Volunteers

• Recruits, coordinates, organizes and/or supervises volunteers and/or associated activities. 
• Creates and/or ensures communication and/or act as a liaison between volunteers, department, and/or the university or medical school.

Events

• Organizes and coordinates events.
• Manages event logistics, from drafting and producing invitations to tracking responses.
• Maintains an accurate and up-to-date list of attendees.
• Creates timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and/or international travel, etc. 
• Prepares event, conference and/or meeting budget.
• Verifies invoices and expense reports.
• Reconciles to budget.       

Administration

• Manages supervisors’ and/or team calendar, including travel. 
• Updates and maintains online sites and pages, using various applications or platforms as appropriate.

Budget

• Processes requisitions, purchases and reimbursements per budget.
• Requests travel and expense reimbursements for officers supported, orders supplies.
• 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.  

Supervisory

• Provides training and mentoring to part-time, temporary, and/or work/study employees as needed.

Completes 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.
• Experience working with a complex relational database/CRM is required; Ellucian Advance 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.
  • Organization/time management.
  • Presentations and report compilation.

Preferred Qualifications:

• Experience working in a nonprofit/philanthropic fundraising or constituent engagement environment.
• Experience with a high-touch customer service environment.

Preferred Competencies: (Skills, knowledge, and abilities)

• Writing and proofreading skills.
• Independent self-starter with exceptional attention to detail.

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.