Program Assistant 4, Alumni Engagement (Hybrid)

Alumni Relations And Development Program Assistant

This position plays a critical role in advancing Alumni Relations and Development by providing comprehensive administrative support, project coordination, and logistical assistance to the Assistant Vice President of Alumni Engagement (AVP) and the Executive Director (ED) of the Northwestern Alumni Association (NAA). Serving as the first point of contact for alumni communications via email and phone, this position ensures all interactions are professional, warm, and responsive, reflecting the values of the University.

Key responsibilities include managing the AVP and ED's calendars, travel arrangements, meeting coordination, and preparation of sensitive documents with the utmost discretion. The Program Assistant also oversees the general alumni email inbox and phone line, addressing inquiries, offering resources, and connecting alumni to university programs and events. Additional duties include supporting the NAA leadership team with project coordination, assisting with event registration, preparing materials, reconciling finances, and contributing to the successful execution of strategic initiatives.

This hybrid position requires three days per week in the office and offers two remote workdays. Office hours are 8 : 30 a.m. to 5 : 00 p.m. Monday to Friday. May be asked to work outside of regular hours for events.

For full consideration, please submit a cover letter with your resume.

Specific responsibilities include :

• Executive support : Review, prioritize, and act on incoming information and requests for the AVP / ED, addressing appropriate items on their behalf.
• Manage the AVP / ED and department calendars, including scheduling meetings, coordinating events, and organizing complex domestic and international travel itineraries.
• Prepare and facilitate meetings by arranging logistics, creating agendas, conducting research, and coordinating follow-ups such as contact reports and thank-you notes.
• Schedule team, monthly, and ad-hoc meetings for the AVP / ED, ensuring smooth communication and efficient planning.
• Strategize and optimize the flow of requests and projects for the AVP / ED, improving workflows and enhancing process efficiency.
• Project Coordination : Organize and coordinate events, including creating timelines, collecting agenda items, and preparing briefings and background materials.
• Manage NAA administrative team projects and meetings from planning through execution.
• Coordinate Program Assistant / Program Coordinator meetings.
• Maintain and update content on NAA websites and the alumni portal.
• Support event registration tracking, data entry, and reconciliation in alumni databases.
• Assist with cross-team projects, including financial reimbursements, membership updates, and drafting club memos.
• Reporting and Databases : Create and maintain standard spreadsheets and databases.
• Compile data from various sources to prepare queries, reports, statistics, tables, and charts.
• Conduct ongoing audits of the alumni website and NAA reports.
• Interactions : Provide information and support via phone, email, and mail, including managing the NAA General Phone Line, General Information Inbox, and co-managing the AVP / ED Inbox.
• Represent the NAA and alumni during business hours, staff NAA events, and engage with internal and external stakeholders at all levels.
• Address unanticipated and complex issues with professionalism and efficiency.
• Accounting : Review and reconcile AVP / ED expenses throughout the fiscal year.
• Process accounts payable and receivable, including travel reimbursements, invoice payments, and visitor reimbursements.
• Organize the zero-based budget process.
• Investigate and resolve financial discrepancies efficiently.
• Performs other duties as assigned.

Minimum Qualifications :

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

Preferred Qualifications :

Preferred Competencies : (Skills, knowledge, and abilities)

Target hiring range for this position will be between $23.00 to $25.00 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.