Program Assistant 3 - Law School

Department: Law Development
Salary/Grade: NEX/11

Job Summary

Provide primary administrative support to the Annual Fund, for the Law Alumni Relations & Development Office. Responsibilities will include, but are not limited to, solicitation mailing project support, event support, business reporting & analysis, expense submission, and policy and procedure manual updates.

Target hiring range for this position will be between $19.89 to $25.15 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.

Specific Responsibilities:

• Coordinate 3-5 mailings (in-house & mail-house), and 35+ solicitation email per year. Responsibilities include (but are not limited to): Performing mailing data clean-up and preparation using MS Excel, Access, and Word; developing letter templates; conducting mail merges using MS Word; liaison to the mail house to oversee supply, mailing data, and instructions delivery; and maintaining accurate and complete records of all solicitations and their mailing costs.
• Provide lead administrative support for all Annual Fund events and volunteer initiatives (Wigmore Reception, Law School Fund Board meetings and activities, Young Alumni Leadership Council meetings etc.). Support includes (but not limited to): RSVP List Management, Name Tag/Tent Preparation, On-Site Event Set-up & Support, and materials preparation. Other event support as assigned. Provide administrative support for at least two reunion classes.
• Manage website updates and giving form for Annual Giving programs/initiatives
• Assist Law School Fund team and ARD department as a specialist in data requests, reporting with the Business Intelligence tool, managing the Law Regional report, daily, weekly, and monthly reports, and serve as a Staff Support Representative (SSR) for the department. Process checks and gifts received in house and maintain deposit logs.
• Conduct Various Analysis/Data Pulls as needed to support the Law School Annual Fund and Law Alumni Relations and Development Department.
• Document necessary written correspondence between Annual Fund staff members and Alumni/Donors in OnBase, and complete Expense Reimbursement Reports for Annual Fund staff members.
• Prepare process documentation of all core job functions, updating quarterly. During peak periods, train other support staff to assist in core functions.

Miscellaneous

• Perform special projects and other duties as assigned or required.

Minimum Qualifications: (Education, experience, and any other certifications/clearances)

• High School diploma or the equivalent combination of education, experience, and training from which comparable skills can be acquired.
• Minimum of 2 years previous experience working in an administrative support capacity.
• Strong organizational and interpersonal skills, attention to detail, and the ability to handle multiple projects under pressure.
• Strong computer experience including word processing, excel, database and spreadsheet experience. Experience with mail merge functions is required; direct mail experience preferred.
• Ability to work in a team environment, ability to establish and maintain effective working relationships with other employees, and ability/willingness to work with and help others.

Minimum Competencies: (Skills, knowledge and abilities)

• Strong organizational and interpersonal skills, attention to detail, and the ability to handle multiple projects under pressure.
• Knowledge of Microsoft Office products to include Word, Excel, Access, and Power Point.
• Strong in-person, written, and phone customer service skills.
• Strong skills in Microsoft Excel including experience reporting and working with large data sets.
• Ability to speak, read, and write in English with correct spelling and grammar. Strong written and oral communication skills and the ability to effectively communicate with external parties, coworkers, and technical staff.
• Ability to lift up to 20 pounds.
• Ability to maintain high level of confidentiality.
• Ability to turn general instructions into specific action steps.

Preferred Qualifications: (Education and experience)

• Bachelor's degree or the equivalent combination of education, experience, and training from which comparable skills can be acquired.
• Previous experience working in a supportive role with a fundraising office.
• 2+ years of administrative support work experience.
• Previous experience with working with an outside mail house, or with database mailing tasks.
• Previous experience in customer service, or similar role.

Preferred Competencies: (Skills, knowledge and abilities)

• High level of proficiency with mail merge functions of Microsoft Word.
• Experience in Advance University Fundraising Database environments.
• High level of knowledge working with Microsoft Excel.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

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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