The Development Assistant, Major Gifts position provides upper level administrative support for the development (fundraising and engagement) activities of four 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, as well as taking initiative to ensure that administrative details are executed with consistent accuracy and timeliness.
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
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 Ellucian Advance database (CATracks).
Responsible for digital document entry and retrieval using the OnBase document management system.
Drafts text for informational/fundraising materials.
Alerts gift officers about potential donor situations with information obtained through the course of communication.
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.
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.
Processes requisitions, purchases, and reimbursements per budget.
Requests travel and expense reimbursements for gift officers supported.
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 systems.
Generates summary reports and statistics.
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.
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; Ellucian Advance 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
Written and verbal communication
Scheduling and event logistics
Presentations and report compilation
Preferred Qualifications: (Education and experience)
Experience working in a nonprofit/philanthropic fundraising or constituent engagement environment.
Internal Number: 40975
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.