| Department: Alumni Relations & Development
Salary/Grade: NEX/11 Job Summary: The Program Assistant 3 coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events. - Reporting to the Regional Director of Development, the Program Assistant 3 will support both the Major Gifts and the Alumni Engagement teams. This position will also serve as back up support to the rest of the New York Regional Office. The Program Assistant 3 is the primary greeter for the office and will ensure a warm and cordial welcome to all visitors.
Please note: This position is located in New York City. Specific Responsibilities: Documents & Databases - Independently responds to and composes correspondence.
- Creates and maintains standard spreadsheets and/or databases.
- Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
- Determines format, elements, trends, etc.
Accounting - Approves appropriate expenses, purchases and reimbursements per budget.
- 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 databases.
- Generates summary reports and statistics.
- Processes routine payroll actions.
- Maintains accounting balances for grants/contracts.
Coordination - Manages supervisor's and/or dept calendar.
- Manages registration and travel.
- Organizes and coordinates events which may include creating timelines.
- Collects agenda items and background materials.
- Creates registrant profiles.
- Coordinates complex itineraries involving domestic and/or international travel, etc.
- Prepares annual event, conference and/or meeting budget.
- Verifies invoices and expense reports; and/or reconciles to budget.
Contacts - Screens and prioritizes incoming calls.
- Responds to inquiries.
- Provides basic interpretation of policies and procedures.
- Researches information to resolve problems or issues.
Miscellaneous - Performs other duties as assigned.
Minimum Qualifications: - A high school diploma or equivalent required.
- 4 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.) - Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
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. Hiring is contingent upon eligibility to work in the United States.
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