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 two other senior development professionals within the department. Duties include managing scheduling, meeting and event coordination, purchasing and reimbursements, record keeping, and travel planning for staff supported. In addition, s/he is responsible for generating correspondence, reports, printed materials, agendas, invitations, and maintaining database records that track donor and prospect interactions.
Executive Administration and Coordination(approx. 25%)
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.
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(approx. 15%)
Using the Ellucian Advance alumni and constituent database (CATracks), as well as the Cognos business intelligence tool, executes queries, proactively provides reports, and updates prospect data.
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.
As needed, assists with and administers third-party crowdfunding campaigns using the university’s Catalyzer platform.
Prospects and Gifts (approx. 15%)
Independently responds to prospects, donors, alumni, etc. via phone, email, or correspondence, as appropriate.
Writes acknowledgement letters on behalf of gift officers supported.
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 CATracks database.
May draft text for informational/marketing materials.
Alerts supervisor of potential donor situations with information obtained through the course of communication
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.
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(approx. 10%)
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 in the Departments of Medicine and Surgery, and the Institute for Global Health, to manage activities related to grateful patient fundraising and alumni giving within these areas.
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
Provides training and mentoring to part-time or temporary employees as needed.
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 experience preferred.
Independent self-starter with exceptional attention to detail.
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:
Experience working in a nonprofit/philanthropic fundraising or constituent engagement environment.
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.
Internal Number: 35405
About Northwestern University
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 highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.