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Administrative Coordinator for Gift Planning

2 months ago

Evanston, Illinois, United States Northwestern University Full time
Department: Alumni Relations & Development
Salary/Grade: NEX/11

Position Overview:

This pivotal administrative role is integral to the Gift Planning initiative, which is supported by a dedicated team of nine professionals. The primary focus of this position is to provide comprehensive support to a Director and Senior Associate Director who oversee prospect portfolios and facilitate planned giving assistance to colleagues throughout ARD. The individual in this role will engage in a diverse range of administrative tasks aimed at supporting frontline fundraisers, including:
  • Proofreading and entering donor contact reports and notes into the donor database.
  • Entering and maintaining proposals within the donor database.
  • Assisting in the preparation for donor visits.
  • Creating meeting agendas and producing correspondence.
  • Scheduling meetings and maintaining electronic files.
  • Generating regular reports on prospects and proposals.
  • Filing expense reports and acting as a liaison with personnel from various schools and programs.
  • Occasionally interfacing with donors.
Furthermore, this individual will extend support to other members of the Gift Planning team by contributing to projects related to marketing, stewardship, and estate administration.

Key Responsibilities:

Data Management:
  • Assist in maintaining accurate and up-to-date information in the donor database by entering contact reports, notes, and proposals, as well as submitting gift transmittals and updates.
  • Proofread, edit, and prepare various documents, responding to and composing correspondence as necessary.
  • Create and manage standard spreadsheets and scan documents into OnBase.
  • Compile reports on managed prospects and proposals using available information.
  • Run geographic and other reports for prospect identification.
Presentations & Training:
  • Proofread, edit, and prepare presentations and training materials, assisting in their development for marketing to prospects and stewarding current donors.
Coordination:
  • Manage the calendars of the Director and Senior Associate Director, including scheduling meetings.
  • Gather agenda items and background materials for internal meetings.
  • Coordinate events, which may involve scheduling rooms, guest speakers, and arranging necessary materials, technology, and refreshments.
  • Oversee event registration and organizational memberships.
  • Organize complex itineraries for domestic travel.
  • Prepare for fundraisers' donor visits by arranging travel, producing donor briefings, and preparing materials and gifts for donors.
  • Submit expense reimbursements and maintain organized files.
Collaboration:
  • Participate in relevant meetings with fellow support staff.
  • Exchange information and materials with counterparts in supported schools and programs as needed.
  • Stay informed on announcements and updates from supported schools and programs.
  • Represent the Director and Senior Associate Director in standard situations with various personnel.
  • Respond to inquiries from donors and ARD colleagues.
Departmental and Special Projects:
  • Assist the Director with projects related to the Northwestern Emeriti Organization.
  • Support the Senior Associate Director of Marketing & Stewardship with the Gift Planning mailbox and other ad-hoc projects.
Miscellaneous:
Perform additional duties as assigned.

Minimum Qualifications:
  • A high school diploma or equivalent, along with four years of administrative support experience.
Minimum Competencies:
  • Intermediate proficiency in word processing, spreadsheet, email, presentation, and database software.
  • Strong communication skills and reliability.
Preferred Qualifications:
  • Bachelor's degree.
  • Familiarity with the legal profession and/or financial planning industry.
  • Advanced proficiency in the Microsoft Office suite.
Preferred Competencies:
  • Dependable, sound judgment, conscientious, creative problem solver, effective communicator, and eager to learn.
Compensation:
The target hiring range for this position is between $22.00 and $23.00 per hour, with the offered salary determined by the applicant's education, experience, knowledge, skills, and abilities, as well as internal equity and market alignment.

Benefits:
Northwestern offers competitive health care plans, retirement benefits, tuition discounts, and more.

Work-Life and Wellness:
Comprehensive programs and services are available to help employees and their families navigate life's challenges and maintain healthy lifestyles. Flexible work arrangements are supported where possible.

Professional Growth & Development:
Northwestern encourages employee career development and offers various tools and resources for professional potential and continuing education.

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.