As a key member of the Operations and Finance team, the Associate Director is responsible for daily management of administrative operations and services for the Feinberg School of Medicine’s Development and Alumni Relations (DAR) department, and supervising the staff members associated with these functions. The Associate Director ensures the department’s fundraising data needs are met with accurate, timely reports and analyses; executes, delegates, or requests data queries and reports; and serves as project manager for department projects and special initiatives as needed. This role involves a high level of engagement with the university’s CRM system and the project to implement a new CRM platform.
General duties include:
Coordinating the delivery of operational services to client teams to assist them in maximizing resources that will increase engagement and donor participation.
Assessing individual team priorities and needs, and creating, implementing, and recommending resources and solutions to meet those needs.
Ensuring the effective, compliant, and efficient daily management of operational functions in support of Northwestern's development and engagement goals, in coordination with central offices.
Representing the department on internal and external operational affairs by recommending alternatives and suggestions.
Ensuring that all operational functions are completed in compliance with university policy, state and federal laws and regulations.
Please note: Occasionally called upon to perform technical support, testing, or facilities-related duties that involve work outside of the standard workday or on weekends, or light physical tasks (such as moving 1-2 boxes).
Administration and Reporting
Coordinates day-to-day operations, ensuring that business processes and policies are appropriately maintained, efficient and effective.
Acts as liaison to Feinberg IT, NUIT, and ARD Technology and Infrastructure to ensure technology systems are properly installed and maintained, and meet the informational, analytical, and computing needs of users.
Analyzes IT functionality and recommends changes and enhancements in processes and systems resources to better meet client needs.
Implements ongoing operational services data integrity initiatives including participating in review, testing and quality assurance of processes, software, hardware, etc.
Compiles and analyzes data; prepares reports; shares results and recommendations with clients.
Creates and maintains documentation, procedures, standards, and policies related to operational services.
Conducts regular reviews of policies and documentation to ensure information is current.
Researches best practices, peer institutions, market/economic conditions and government rules and regulations and recommends changes and enhancements to improve administrative effectiveness, services, or resources.
Responsible for fundraising and financial reporting for Feinberg Development and Alumni Relations.
Manages development and maintenance of evaluation processes, including associated quantitative and qualitative metrics and key performance indicators.
Reviews and analyzes outcome measurements and recommends changes, enhancements and improvements.
Collaborates with internal and external partners to implement changes designed to improve operational services and progress toward goals/objectives.
Works closely with NUCATS and others to confirm that Electronic Data Warehouse (EDW) data and reports are accurate and implemented appropriately, in compliance with applicable HIPAA regulations, university policies, and business agreements.
Supervises five staff members and provides work direction to others, including temporary staff.
Provides training to staff within or outside of Feinberg Development and Alumni Relations in regard to function.
Prospects and Gifts
Manages Feinberg Development and Alumni Relations’ administrative operations and services, providing customer service-oriented guidance and counsel to client teams that is tailored to particular needs, circumstances, priorities, etc. Programs and services include:
Gift administration; ensures accurate and efficient receipt, accounting, and deposit of gifts
Prospect development, patient data management
Finance and budget, purchasing
Acts as liaison to external departments and attends meetings to determine needs, consult on strategy, manage projects, and provide updates.
Works with client teams to conduct research and analyses, as well as gather and synthesize information to improve the effectiveness of donor identification, cultivation and solicitation.
Gathers data and develops strategies designed to maximize operational services in meeting client team goals and objectives.
Reviews plans, meets with leadership and key faculty and staff, and recommends changes and improvements to operational services to better meet organizational needs and objectives.
Collaborates with partners within the department and medical school, and across the university and affiliate organizations, to identify and integrate resources in order to accomplish strategic goals and objectives.
Key partnerships include:
Vice Dean for Development and Alumni Relations/Northwestern Medicine Executive for Development
Department leadership (Senior Staff)
Feinberg Development and Alumni Relations fundraising and functional teams
Feinberg Dean’s Administration and Finance
NU Alumni Relations and Development (ARD)
Northwestern Memorial Foundation (NMF)
Budget and Finance
Oversees and holds accountability for the department’s technology budget, hardware inventory, and software purchases.
Serves as point of contact for the Feinberg Dean’s Office of Finance and Administration and Northwestern Alumni Relations and Development finance and gift accounting offices. Provides financial reports and data to university and Northwestern Medicine partners.
Compiles and presents financial data for internal and external uses, including comprehensive data collected annually for the American Association of Medical Colleges (AAMC) Development Survey.
Coordinates internal training and educational workshops, meetings, etc.
Develops, plans and arranges meetings and workshops, etc. designed to exchange information and promote client objectives.
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 appropriate combination of education and experience.
Four years operations, administration, development or the equivalent experience is required.
At least two years’ professional experience managing staff, systems, and/or projects.
Minimum Competencies: (Skills, knowledge, and abilities.)
Team leadership; curiosity and analytical thinking, global/organizational perspective; complex problem solving; ability to work in fast-paced environment); attention to detail; initiative; commitment to excellence.
Experience and references demonstrating scrupulous accuracy and attention to detail, including professional/business writing proficiency, as well as the ability to exercise sound, independent judgment and follow established protocols and procedures
Well-developed interpersonal skills including the ability to function well in a multiple-team environment, ability to prioritize and work independently, responsibly, and meet deadlines. Excellent oral and face-to-face communication skills, as well as the ability to consistently produce concise, professional written communications. Must be comfortable speaking to an audience, and have the ability to interact effectively with staff at all levels, including executive clients.
Advanced knowledge of the Microsoft Office suite (Excel, Word, Outlook, PowerPoint).
Ability to work with clients and colleagues to help determine needs and provide solutions that optimize their use of data and information.
Capacity to handle multiple tasks and prioritize work; strong organizational skills.
Commitment to professional ethics, ability to apply an ethical code and good judgment; must be able to handle confidential materials and situations with sensitivity and discretion.
Work experience in a fundraising or nonprofit environment.
Experience supervising a team.
Advanced degree in a relevant area of study.
Preferred Competencies: (Skills, knowledge, and abilities)
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.