Northwestern University · 19 hours ago
Program Assistant 3, Principal Gifts and International Development
Evanston, IL
Full-time
Hybrid
Mid Level
$22/hr - $23/hr
4+ years expNorthwestern University is seeking a Program Assistant 3 for their Principal Gifts and International Development teams. This role provides operational support for fundraising initiatives, including managing calendars, preparing reports, and coordinating travel logistics.
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Responsibilities
Documents & Databases Independently responds to and composes correspondence
Creates and maintains standard spreadsheets and/or databases
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources
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
Generates summary reports and statistics
Processes routine payroll actions
Maintains accounting balances for grants/contracts
Coordination Manages supervisor's calendar
Manages registration and travel logistics, including airfare and hotel accommodations
Organizes and coordinates events which may include creating timelines
Collects agenda items and background materials
Creates registrant profiles
Coordinates complex itineraries involving domestic and international travel to Europe
Prepares annual event, conference and/or meeting budget
Verifies invoices and expense reports; and/or reconciles to budget
Contacts Responds to inquiries
Researches information to resolve problems or issues
Miscellaneous•Performs other duties as assigned
Qualification
Required
A high school diploma or equivalent required
4 years of administrative support or other relevant experience required
Ability to provide reliable and detail-oriented support to ensure smooth daily operations and efficient workflow
Clear and professional verbal and written communication with the ability to convey information effectively to diverse stakeholders
Ability to manage multiple tasks, deadlines, and competing priorities
Ability to effectively use databases, CRM systems, spreadsheets, and other technology tools, or demonstrated learning agility with new systems
Ability to handle sensitive information responsibly and in alignment with institutional expectations
Preferred
Able to work independently and effectively solve problems while demonstrating strong initiative
Possess exceptional time management and follow-up skills to ensure timely completion of tasks and projects
Use a proactive approach to responsibilities and decision-making
Ability to work effectively with colleagues across teams and levels; strong listening skills; customer-service orientation
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
Support for employee career development
Tools and resources for developing professional potential or continuing formal education
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
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