The Development Assistant coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with a specific function or function(s) within development. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
This position provides upper level administrative support for a team of 3-4 development officers assigned to cover the Department of Medicine within the Feinberg School of Medicine’s Office of Development and Alumni Relations. The Development Assistant is responsible for generating correspondence, reports, printed materials, meeting agendas, invitations and maintaining computer records that track donor and prospect interactions.
Administers and maintains existing strategic plans.
Recommends changes and improvements to maximize and ensure most effective and efficient use of revenue streams.
Involves moderate level of collaboration with internal department partners and low level of 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 colleagues in the Department of Medicine to manage the activities of the Landsberg Society, an alumni association of former medicine department residents and fellows.
Works in concert with team members and other members of the Department of Development and Alumni Relations to develop and produce promotional materials about different divisions and research initiatives for which funds are raised.
Prospects and Gifts
Independently responds to and composes correspondence to prospects, donors, alumni, etc.
Writes acknowledgement letters on behalf of gift officers supported.
Produces solicitation mailings throughout the year managing the various pieces of the mailing, managing external vendors as needed, and monitoring results.
Mails donor correspondence including letters, stewardship reports, invitations, cards, newsletters, etc. and makes follow-up calls as needed.
Creates and maintains spreadsheets and/or databases using Microsoft Office applications.
Creates mailing and invitation lists from disparate sources with close attention to detail and patient confidentiality.
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources; determines format, elements, trends, etc.
Assists gift officers with portfolio management: prepares briefings, distributes prospect information and maintains robust record of prospect interactions including visits, events, correspondence and proposals.
Performs data entry and extracts reports from the department’s Ellucian Advance database (CATracks).
Responsible for digital document entry and retrieval using the OnBase document management system.
May draft text for informational/marketing materials.
Alerts supervisor of potential donor situations with information obtained through the course of communication.
Creates and/or ensures communication and/or act as a liaison between volunteers, department and/or University.
Organizes and coordinates events.
Manages event logistics from drafting and producing invitations to tracking responses.
Maintains an accurate and up-to-date list of attendees.
Collects agenda items and background materials.
Creates registrant profiles.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Prepares event, conference and/or meeting budget.
Verifies invoices and expense reports.
Reconciles to budget.
Manages supervisors’ and/or department calendar including travel.
Maintain event and/or department websites and/or blogs.
Processes requisitions, purchases and reimbursements per budget.
Requests travel and expense reimbursements for officers supported, orders supplies
Creates and maintains financial records.
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.
Performs other duties as assigned.
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; Ellucian Advance experience preferred.
Advanced knowledge of word processing, spreadsheet, e-mail (including the Microsoft Office suite) and database software programs is required.
Strong abilities are required in the following areas:
Demonstrated data management skills
Written and verbal communication
Scheduling and event logistics
Presentations and report compilation
Experience working in a nonprofit/philanthropic fundraising or constituent engagement environment.
Experience with a high-touch customer service environment.
Writing and proofreading skills
Independent self-starter with exceptional attention to detail
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.
Internal Number: 33857
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.