at Northwestern University in Chicago, Illinois, United States
Job Description
Job ID49938
LocationChicago, Illinois
Department: MED-NU-FSM Off of Dev & Alumni
Salary/Grade: NEX/12
Job Summary:
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 development teams focused on medical school fundraising and donor stewardship. Duties include managing scheduling, meeting and event coordination, purchasing and reimbursements, record keeping, and travel planning for staff supported. The Administrative Assistant provides key leadership in coordinating logistics and planning for signature events within the department. In addition, they are responsible for generating correspondence, reports, printed materials, agendas, invitations, and maintaining database records that track donor and prospect interactions.
Please note: Provides on-site support for events, some of which occur in the evening or on weekends.
Northwestern University, the Feinberg School of Medicine, and its Development and Alumni Relations office seek a diverse workforce and are actively recruiting candidates in accordance with the university's commitment to diversity, inclusion, and equal opportunity.
Specific Responsibilities:
Executive Administration and Coordination
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.
Creates and updates presentation materials for the Vice Dean using PowerPoint and other applicable software.
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
Executes queries, proactively provides reports, and updates prospect data in Northwestern's alumni and constituent CRM (client relationship management) platform, as well as the Cognos business intelligence tool.
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.
Serves as a Staff Support Representative (SSR) for the department, providing first-level support and answering questions regarding the university's development applications toolset. Will participate in the development and rollout of a new Salesforce-based CRM.
Prospects and Gifts
Independently responds to prospects, donors, alumni, etc. via phone, email, or correspondence, as appropriate.
Writes acknowledgement letters on behalf of gift officers supported and assists with other stewardship reports and recognition for top donors.
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 alumni and constituent CRM.
May draft text for informational/marketing materials.
Alerts supervisor of potential donor situations with information obtained through the course of communication.
Events
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.
Provides on site staff support for managed events -... For full info follow application link.
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.
