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Major Gifts Program Coordinator

2 months ago

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

Position Overview:

The Major Gifts Program Coordinator plays a pivotal role in supporting the alumni relations and fundraising initiatives for the Central Major Gifts Team.

This role provides essential programmatic and administrative assistance to major gift officers, encompassing a diverse range of responsibilities, including but not limited to:
  • Utilizing advanced database management software
  • Crafting briefings, reports, and fundraising proposals
  • Composing professional correspondence
  • Organizing agendas and materials for donor visits, including travel logistics
  • Assisting in the coordination of events
The ideal candidate will collaborate effectively with fellow Program Coordinators, chief development officers, fundraisers, and other stakeholders within the Alumni Relations and Development framework.

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 standardized spreadsheets and/or databases, primarily utilizing the CATracks database. This includes managing confidential records, entering proposal details, generating reports, and tracking donations to support the fundraising efforts of managers and relevant university leaders.
  • Independently drafts and responds to correspondence.
Financial Oversight:
  • Reviews and approves appropriate expenses, purchases, and reimbursements in accordance with budgetary guidelines.
  • Establishes and maintains financial records.
  • Prepares necessary documentation.
  • Ensures the accuracy and appropriateness of financial charges.
  • Processes and reconciles expenses, accounting transfers, and budget adjustments.
  • Updates financial transaction records and databases.
Event Coordination:
  • Manages the calendars of supervisors and/or team members.
  • Oversees registration and travel arrangements.
  • Organizes and coordinates events, which may involve creating detailed timelines.
  • Gathers agenda items and relevant background materials.
  • Develops registrant profiles.
  • Coordinates complex travel itineraries, including both domestic and international arrangements.
Communication Management:
  • Screens and prioritizes incoming communications.
  • Addresses inquiries with appropriate prioritization and judgment for both internal and external audiences.
  • Provides basic interpretation of organizational policies and procedures.
  • Conducts research to resolve issues or challenges.
Additional Duties:

Performs other responsibilities as assigned.

Minimum Qualifications:
  • A high school diploma or equivalent, along with a minimum of 2 years of administrative support experience is required.
Preferred Qualifications:
  • A college diploma or a clear trajectory towards a degree.
  • A genuine interest in education, non-profit development, and/or administrative functions.
  • Experience in a professional environment managing multiple projects simultaneously.
Essential Skills:
  • Proficient knowledge of word processing, spreadsheet, email, and database software applications is required.
Preferred Skills:
  • Exceptional written and verbal communication abilities.
  • Strong organizational and multitasking capabilities.
  • Ability to collaborate effectively with colleagues across a complex organizational structure.
Compensation:
The target hiring range for this position is between $22.00 and $23.00 per hour. The offered salary will be determined based on the applicant's education, experience, knowledge, skills, and abilities, as well as internal equity and alignment with market data.

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

Work-Life Balance:
The university provides comprehensive programs and services to assist employees and their families in navigating life's challenges and maintaining healthy lifestyles. Flexible work arrangements are supported where feasible.

Professional Development:
Northwestern is committed to supporting employee career growth, whether on campus or remotely. A variety of tools and resources are available for those interested in professional development or continuing education.