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Senior Program Coordinator, Weinberg College
2 months ago
Salary/Grade: NEX/11
Position Overview:
The Senior Program Coordinator for Schools and Programs (S&P) plays a vital role in enhancing alumni relations and development initiatives at Northwestern University, specifically within the Weinberg College of Arts and Sciences (WCAS). This position is designed to assist the Senior Director and collaborate with team members as required. Key responsibilities include acting as the primary liaison with the dean's office, which encompasses managing calendars, preparing briefings, organizing travel, and facilitating donor communications. The Senior Program Coordinator will also oversee a weekly process for drafting acknowledgment letters and provide both programmatic and administrative support for projects focused on alumni engagement and fundraising efforts.
Responsibilities may involve utilizing database management software to generate tailored reports; creating research briefings, reports, and fundraising proposals; drafting correspondence; preparing materials for fundraising visits, including travel logistics; assisting with event planning; and developing processes and materials to enhance collaboration across teams. This role necessitates a collaborative approach with other Program Coordinators, chief development officers, fundraisers, and colleagues throughout the Alumni Relations and Development organization.
Key Responsibilities:
Documentation & Database Management
- Prepares comprehensive materials (reports, briefings, proposals, agendas) for both external and internal stakeholders, including donor briefings, dean briefings, pipeline reports, and goal projections.
- Develops and maintains standard spreadsheets and/or databases, primarily the CATracks alumni and donor database. Within CATracks, manages confidential record files, inputs proposal information, generates reports, tracks donations, etc., to support the fundraising activities of managers and relevant university leaders.
- Independently drafts and responds to correspondence.
- Compiles routine reports, statistics, tables, charts, etc., from readily available information, including gift reports and proposal pipelines.
- Approves necessary expenses, purchases, and reimbursements in accordance with budget guidelines.
- Establishes and maintains financial records.
- Prepares necessary forms, including income and/or expense reports.
- Verifies the appropriateness and accuracy of financial charges.
- Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
- Updates financial transaction spreadsheets and databases.
- Manages the calendars of supervisors and/or team members.
- Oversees registration and travel arrangements.
- Organizes and coordinates events, which may include developing timelines.
- Collects agenda items and background materials.
- Coordinates complex itineraries involving domestic and/or international travel.
- Responds to inquiries with appropriate prioritization and judgment regarding both internal and external audiences.
- Provides basic interpretation of policies and procedures.
- Researches information to resolve issues or challenges.
Performs other responsibilities as assigned.
Minimum Qualifications:
- A high school diploma or its equivalent along with 4 years of relevant work experience is required.
- Intermediate proficiency in word processing, spreadsheet, email, and database software applications is required.
- A college diploma or a desired path towards a degree.
- A strong interest in education, non-profit development, and/or administration.
- Experience in a professional environment managing multiple projects simultaneously.
- Excellent written and verbal communication skills.
- Strong organizational and multitasking abilities.
- Ability to collaborate effectively with colleagues across a complex department and organization.
Benefits:
Northwestern University offers a comprehensive range of competitive health care plans, retirement benefits, tuition discounts, and more.
Work-Life and Wellness:
The university provides extensive programs and services to assist employees and their families in navigating life's challenges and opportunities while promoting healthy lifestyles. Flexible work arrangements are supported where feasible, along with programs to help locate and afford quality childcare and senior/adult care.
Professional Growth & Development:
Northwestern encourages employee career development in all situations, whether working on campus or remotely. A variety of tools and resources are available for those interested in enhancing their professional potential or pursuing formal education.
Northwestern strongly advocates for COVID-19 vaccinations and boosters for individuals who can obtain them as a crucial measure for minimizing severe illness.
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.
