Northwestern University · 2 weeks ago
Program Assistant 3, Alumni Engagement
Evanston, IL
Full-time
Onsite
Entry, Mid Level
$22/hr - $23/hr
2+ years expNorthwestern University is seeking a Program Assistant 3 for the Alumni Engagement team. This role provides comprehensive administrative support, advances the mission of the Northwestern Alumni Association, and fosters strong relationships across the alumni community.
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Responsibilities
Oversee data input, maintenance, and reporting for club finances, volunteer onboarding, and other administrative functions that support team operations
Create and copy-edit emails, event pages, and other communication materials
Coordinate logistics, reconcile event data, and provide on-site staffing support, as needed
Serve as first point of contact for alumni inquiries and manage shared inboxes
Assist with developing presentations, benchmarking, and engaging with alumni volunteers on various initiatives
Supports the Communities team programming including but not limited to marketing creation and editing, preparing reports, proofreading and editing, speaker research and recruitment, coordinating event logistics, and data reconciliation
Coordinates content maintenance of websites &/or marketing materials & may train &/or assist staff in updating their websites &/or marketing materials
Processes accounts payables &/or receivables; verifies income &/or expense; resolves discrepancies & over/under budget problems, etc.May enter, track, & maintain documentation & logs of financial transactions ensuring that charges have posted to appropriate accounts.May assist with reconciliation of accounts; reviewing budget statements, investigating & resolving discrepancies & preparation of budget reports & spreadsheets
Enters information into spreadsheets &/or databases & may create equations &/or compile routine reports, statistics, tables, charts, etc. from readily available information
Provides information via phone, e-mail, mail, etc.May represent supervisor in routine/standard situations with various levels of personnel both internally & externally
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments
Performs other duties as assigned
Qualification
Required
Educational background and/or professional experience that demonstrates the ability to provide administrative support, manage data, and coordinate projects, typically gained through at least two years of relevant work experience
Ability to provide reliable, detail-oriented support to ensure smooth daily operations and efficient workflow
Demonstrated skill in coordinating meetings, preparing materials, and handling inquiries with professionalism
Capacity to anticipate needs, prioritize tasks, and deliver timely assistance to staff, volunteers, and stakeholders
Proficiency in standard office software (Microsoft Office Suite, email, virtual meeting platforms) and ability to learn new tools quickly
Demonstrated clear and professional verbal and written communication, with the ability to convey information effectively with all stakeholders
Preferred
Experience providing customer service in a professional setting
Familiarity with expense tracking or supporting budget-related tasks
Ability to work effectively with colleagues across teams and levels; strong listening skills; customer-service orientation
Demonstrated ability to generate new ideas, contribute constructively to discussions, and proactively move projects forward
Ability to seek out information independently, apply sound judgment, and bring practical solutions to challenges
Experience working effectively both independently and in collaboration with others to resolve issues and advance goals
Proficiency in managing large, complex databases with accuracy and attention to detail
Capacity to ensure confidentiality of sensitive information, maintain reliable records, and produce clear reports to support decision-making and program operations
Demonstrated ability to stay organized and effective in a fast-paced setting
Ability to prioritize tasks, manage competing deadlines, and adjust quickly to shifting priorities while maintaining quality and professionalism
Benefits
Meaningful, competitive, high-quality health care plans
Retirement benefits
Tuition discounts
Comprehensive programs and services to help you and your family navigate life’s challenges and opportunities
Flexible work arrangements
Programs to help you locate and pay for quality, affordable childcare and senior/adult care
Employee career development
Variety of tools and resources
Company
Northwestern University
Northwestern University is a private research and teaching university that offers academic programs across various fields of study. It is a sub-organization of Northwestern Athletics.
5001-10000 employees
H1B Sponsorship
Northwestern University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (325)
2024 (308)
2023 (280)
2022 (282)
2021 (184)
2020 (155)
Funding
Current Stage
Late StageTotal Funding
$98.02MKey Investors
National Peanut BoardAdvanced Research Projects Agency for HealthGRAMMY Museum
2024-10-30Grant
2024-10-04Grant· $34M
2023-11-28Grant· $0.02M
Leadership Team
Diego Klabjan
Professor
Henry Bienen
Interim President
Recent News
2026-01-25
Digital Journal
2026-01-23
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