Development Assistant, Major Gifts

Please include a cover letter for full consideration.

This position is within Northwestern University Feinberg School of Medicine, based on Northwestern's Chicago campus. Hybrid schedule available.

Target hiring range for this position will be between $49,000-$51,700per year. 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.

Job Summary

The Development Assistant, Major Gifts position provides upper-level administrative support for the development (fundraising and engagement) activities of five major gift officers who raise philanthropic funds for a variety of patient areas within the Feinberg School of Medicine's Office of Development and Alumni Relations.

Responsibilities include generating correspondence, reports, printed materials, meeting agendas, invitations, and lists, and maintaining database records that track donor and prospect interactions. In addition, the Development Assistant coordinates, prioritizes, and executes administrative processes critical to specific functions or operations within the immediate team, as well as the department. They create and maintain associated documents, spreadsheets, and data; organize meetings, special events, and mail/email direct appeals; and ensure that those whom they support are aware of critical issues and upcoming events.

This position is ideal for an individual who seeks an engaging workplace environment and enjoys working within a fast-paced team, project management, as well as taking initiative to ensure that administrative details are executed with consistent accuracy and timeliness.

Strategic Planning - 5%

• Administers and maintains existing strategic plans.
• Recommends changes and improvements to maximize and ensure most effective and efficient use of revenue streams.

Collaboration - 25%

• Involves moderate level of collaboration with internal department partners, as well as some collaboration with University partners in implementing and expanding existing relationships to accomplish strategic goals.
• Utilizes key partnerships to coordinate projects and meetings with departments/divisions/centers within the medical school.
• Works in concert with team members and other Development and Alumni Relations staff to develop and produce fundraising materials about different divisions and research initiatives for which funds are raised.
• Works with department peers and gift officers to develop and implement processes that efficiently meet the needs of the office and the team. Examples include: Coordinating with other development assistants, operations team and gift officers on annual giving appeal(s); coordinating with alumni team, gift officers and/or division administrators to plan webinars or in-person events.
• Works with department and division administrators to schedule meetings as well as follow up on acknowledgement letters and proposal information.

Prospects and Gifts - 25%

• Independently responds to and composes correspondence to prospects, donors, alumni, etc.
  • Writes acknowledgement letters on behalf of the medical school faculty whom gift officers support.
  • Produces outreach and direct engagement materials throughout the year, managing various electronic communications, printed pieces, and external vendors as needed, and monitoring results.
  • Oversees donor correspondence including e-outreach, postal mail, stewardship reports, invitations, cards, newsletters, etc. and makes follow-up calls as needed.
• Creates and maintains spreadsheets and/or databases using Microsoft Office applications.
  • Compiles lists of donors and constituents for mailings, invitations, and other purposes, using data from disparate sources. Maintains close attention to detail, as well as the sensitivity and/or confidential nature of data.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources; determines format, elements, trends, etc.
  • Assists four gift officers with portfolio management: preparing briefings, distributing prospect information, and maintaining robust records of prospect interactions including visits, events, correspondence, and proposals.
  • Performs data entry and extracts reports from the department's Salesforce database (CatConnect).
  • Responsible for digital document entry and retrieval using the OnBase document management system.
  • Draft text for informational/fundraising materials.
• Alerts gift officers about potential donor situations with information obtained through the course of communication.

Events - 15%

• Organizes and coordinates online and in-person events.
  • Manages event logistics, from drafting, producing, and sending invitations to tracking responses.
  • Maintains an accurate and up-to-date list of attendees.
  • Creates invitations, event materials, follow-up communications using the department's Marketing Cloud software.
• Creates timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Prepares event, conference, and/or meeting budgets.
• Verifies invoices and expense reports.
• Reconciles to budget.
• Participates in the event day-of, whether online or in person.
  • Ensures all logistical details are in place
  • Staffs registration table before and after event
  • Coordinates with special event staff, AV team, facilities, as needed
  • Coordinates any on site donations, paddle raise, etc.

Administration - 20%

• Provides calendar management, including travel and meeting scheduling, for the team and gift officers supported.
• Maintains event and team web pages, as well as crowdfunding initiatives as needed.
• Coordinates with operations and department administration on giving links for static web pages, events, new centers and institutes.

Budget - 10%

• Processes requisitions, purchases, and reimbursements per budget.
• Requests travel and expense reimbursements for gift officers supported.
• Orders supplies.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and systems.
• Generates summary reports and statistics.

• Completes other duties as assigned.

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

• Successful completion of a full four-year course of study in an accredited college or university leading to a bachelor's or higher degree or two years equivalent experience in a development (fundraising/philanthropic) function.
• Experience working with a complex relational database/CRM is required; Salesforce experience preferred.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Advanced knowledge of the Microsoft Office suite (including Outlook, Excel, Word, and Powerpoint) and database software programs is required.
• Strong abilities are required in the following areas:
  • Demonstrated data management skills
  • Demonstrated project management skills
  • Written and verbal communication
  • Scheduling and event logistics
  • Organization/time management
  • Presentations and report compilation
  • Initiative

Preferred Qualifications: (Education and experience)

• Experience working in a nonprofit/philanthropic fundraising or constituent engagement environment.
• Experience with a high-touch customer service environment.

Preferred Competencies: (Skills, knowledge, and abilities)

• Writing and proofreading skills.
• Independent self-starter with exceptional attention to detail.

Occasionally requires attendance at meetings and management of events outside of normal office hours (evenings, weekends, etc.). May be called upon to drive or provide own transportation to local meetings or events.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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