Career Center

Program Assistant 3, Athletics

Job ID: 44188
Location: Evanston, Illinois 

Department: Alumni Relations & Development
Salary/Grade: NEX/11

Job Summary:
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.

This program assistant position provides the above administrative support to the Athletics team in Alumni Relations and Development. Serves as a department liaison to the Alumni Relations and Development Program Assistant/Program Coordinator group and to the Athletics and Alumni Relations and Development VP offices.

Please note: This position may work at events, including home football, basketball, and other department events as necessary. 

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence, shipments and mailings
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Dean’s reports Staff Meetings and financial reports
• Sports reports for head coaches
• Stewardship task tracking
• Gift processing
• Contact and Prospect reports in CATracks
• Acknowledgment letters
• Event briefings/Donor Briefings
• Builds emails in Antholgy
• 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. 

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.

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 4 years of administrative support experience is required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Please apply online at https://giving.northwestern.edu/s/1479/282-giving/21/interior3.aspx?sid=1479&gid=282&pgid=40070&cid=71214&ecid=71214&crid=0&calpgid=8830&calcid=15276

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more. 

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.