The Development Assistant coordinates administrative processes and prioritizes, directs and responds to business matters involving administrative functions associated with the Alumni Relations and Major Gifts teams within the Feinberg School of Medicine’s Development and Alumni Relations department. This position creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
The Development Assistant supports the administrative efforts of the Alumni Relations and Major Gifts team. As an integral member of the team, this position requires someone who stays one step ahead of administrative duties, is proactive and willing to take ownership of projects, and has excellent skills in the areas of organization, time management, interpersonal communication, writing, proofing and editing, as well as the Microsoft Office suite of applications. The Development Assistant must be detail focused, while also comfortable in a fast-paced environment, taking and executing last-minute requests as they occur and performing general clerical duties.
Collaboration (approx. 10%)
Collaborates with internal department partners and University partners in implementing and expanding existing relationships to accomplish strategic goals.
Collaborative work includes:
Interaction with senior leadership, donors and alumni.
Serving as a liaison with major gift officers both within Feinberg and in central university Alumni Relations and Development (ARD); prepares visit materials for their use.
Participation in team meetings, brainstorming new ideas and offering solutions to improve current processes.
Prospects and Gifts (approx. 30%)
Independently responds to and composes correspondence to prospects, donors, alumni, etc.
Creates and maintains standard spreadsheets and/or databases.
Provides key prospect management support to include gift tracking, entering proposals, prospect updates and changes in the university’s constituent database.
Assists with and disseminates research; identifies prospective donors.
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources; determines format, elements, trends, etc.
Prepares and modifies documents including correspondence, reports, e-mails, agendas, briefing documents, letters, proposals etc. for both internal and external (alumni) distribution.
Compiles executive level event briefings on donors/attendees.
Maintains and updates documents that are used on donor visits.
Alerts supervisor of potential donor situations with information obtained through the course of communication.
Administration (approx. 30%)
Manages supervisors’ and/or department calendars, including travel.
Schedules and coordinates meetings, appointments and travel arrangements.
General clerical duties include: Answering, screening and transferring inbound phone calls; photocopying, faxing and mailing; maintaining electronic and hard copy files.
Events (approx. 15%)
Organizes and coordinates events.
Duties related to events include (but are not limited to): managing invitations, RSVPs, and related lists, and aforementioned responsibilities such as letter writing, reports, briefing documents, name tags, itineraries, etc.
Responsible for making phone calls to encourage and confirm event attendance, take event RSVPs and facilitate general alumni engagement.
Collects agenda items and background materials.
Creates registrant profiles.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Creates and/or ensures communication and/or acts as a liaison between volunteers, department and/or the University.
Performs other duties as assigned.
Bachelor's degree or equivalent or two years equivalent experience in nonprofit or educational development (fundraising/advancement) function.
Experience working with a complex relational database; Ellucian Advance experience preferred.
Minimum Competencies: (Skills, knowledge, and abilities.)
Expert competency with the Microsoft Office suite, especially Word, Excel and PowerPoint .
Strong abilities in the following areas:
Written and verbal communication.
Scheduling and travel logistics.
Presentations and report compilation.
General knowledge of accounting principles, experience working with accounts payables and/or receivables.
Preferred Qualifications:(Education and experience)
Degree with a focus in business, accounting or marketing.
Work experience in nonprofit or educational development (fundraising/advancement).
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: 34991
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.