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Job Title: Program Assistant II - Law Alumni Relations & Development
Company Name: Northwestern University
Location: Chicago, IL United States
Position Type: Full Time
Post Date: 07/05/2022
Expire Date: 08/05/2022
Job Categories: Administrative and Support Services
Job Description
Program Assistant II - Law Alumni Relations & Development
Job ID: 45068
Location: Chicago, Illinois
Department: Law Development
Salary/Grade: NEX/10
Job Summary:
Coordinates administrative processes & prioritizes, directs, & responds to business matters involving administrative functions associated with education, research, &/or operations. Creates & maintains associated documents, spreadsheets, databases, meetings, special events, etc. & alerts supervisor of critical issues & upcoming events.
• The Program Assistant 2 will support the work of the Law Alumni Relations & Development team. This individual will coordinate arrangements and streamline systems to help staff operate efficiently within university policy and procedures. This individual will also represent the department to various internal and external constituencies.
Northwestern Pritzker Law prides itself on its active and diverse community, which brings together a passionate and talented group of students, staff, faculty, and alumni. The Law School endeavors to take principled action towards ensuring that we live up to our responsibility—and our institutional values—to create a diverse, equitable, and inclusive community for all constituents. Law School leadership commits to working tirelessly to ensure every member feels valued, all students can study and train to be successful in their careers, all staff members can develop personally and professionally, faculty can both teach and support our students and produce top quality research and scholarship, and alumni are provided with intentional lifelong engagement opportunities that support, develop and generate a vibrant and inclusive community.
Specific Responsibilities:
Alumni Engagement and Donor Relations Team Support:
• Provides lead administrative support for alumni engagement staff supporting the Global Alumni Engagement Program and Mentorship Program. Support to include (but not limited to): invitation mailings and notices, setup and management of online event posting and detail, event registration, name tag/tent preparation, on-site event set-up and support, materials preparation, volunteer and attendance recording, and travel reimbursements.
• Provide primary administrative support to stewardship and donor relations staff.
• Responsibilities include, but are not limited to, supporting stewardship events and donor communications, endowment reporting, acknowledgement reporting and correspondence, database tracking, Onbase recordkeeping, expense submission, and policy and procedure manual updates.
• Responsible for documenting contacts and correspondence between AEDR staff and alumni/donors in the CATracks database. Assist with logging alumni volunteer activity, event attendance, running monthly/standard regional alumni reports, and other relevant alumni detail in CATracks.
• Prepares correspondence and gift acknowledgments for alumni, donors, and volunteers.
• Enters information into spreadsheets &/or databases.
• Compiles and develops reports, statistics, tables, charts, etc. from information available in the CATracks database.
Financial and Administrative Support:
• Approves appropriate expenses, purchases & reimbursements per budget. Creates & maintains financial records which may include preparing forms; verifying appropriateness & accuracy of charges; processing & reconciling expenses, accounting transfers, &/or appropriation changes; updating financial transaction spreadsheets & databases. Generates summary reports & statistics. May process routine payroll actions May maintain accounting balances for grants/contracts.
• Assists supervisors with quarterly budget forecasting.
• Writes, edits, and copy-edits department’s communications, and reviews design and formatting for consistency.
• Assists department with posting materials to and maintaining alumni website and constituent management systems.
Department Operations Support:
• Screens & prioritizes incoming calls. Responds to inquiries & may provide basic interpretation of policies & procedures. Researches information to resolve problems or issues.
• Performs other duties as assigned.
Minimum Qualifications:
• A high school diploma or its equivalent required.
• Ideally 2 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.
Preferred Qualifications:
• Experience in development is desirable.
• A basic knowledge of budgeting and statistical procedures.
• Must be a self-starter and adept at creating and streamlining administrative systems and functions to assure optimal use of LARD products and data.
• The ability to prioritize and multitask are key; must have substantial abilities in systematizing processes and generating reports.
• Strong organization and interpersonal skills, attention to detail and accuracy, and strong communication skills, both written and oral. English and grammar proficiency are essential as are strong telephone skills.
• Ability to interact with ease, and on a regular basis, with volunteers, donors, prospects and senior management personnel of the University.
• Excellent skills in administration of correspondence and files, computer databases, and word processing systems.
• Strong technical know-how, especially in word processing, formal document preparation, database management and research, and reporting. Knowledge of Microsoft Word, Access, Excel and Powerpoint is preferred.
• Demonstrated commitment to diversity, equity and inclusion.
Please apply online at
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at 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 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 to learn more.
Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
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. Click for information on EEO is the Law.
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Company Name: Northwestern University
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