Program Assistant 3, Alumni Engagement

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

Target hiring range for this position will be between $22.00-$23.00 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

Job Summary:

The Program Assistant 3 provides comprehensive administrative support to the Northwestern Alumni Association (NAA) Communities team. Reporting to the Director, Alumni Engagement, this role advances the NAA's mission by supporting volunteer-led programming, deepening alumni engagement, and fostering strong, sustainable relationships across the alumni community. This position is eligible for a hybrid work schedule.

Key responsibilities:

• Data Management: Oversee data input, maintenance, and reporting for club finances, volunteer onboarding, and other administrative functions that support team operations.
• Communications: Create and copy-edit emails, event pages, and other communication materials.
• Events: Coordinate logistics, reconcile event data, and provide on-site staffing support, as needed.
• Customer Service: Serve as first point of contact for alumni inquiries and manage shared inboxes.
• Special Projects: Assist with developing presentations, benchmarking, and engaging with alumni volunteers on various initiatives.

Specific Responsibilities:

• 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.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• 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.

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

• Administrative Support: Provides reliable, detail oriented support to ensure smooth daily operations and efficient workflow. Demonstrates skill in coordinating meetings, preparing materials, and handling inquiries with professionalism. Anticipates needs, prioritizes tasks, and delivers timely assistance to staff, volunteers, and stakeholders.
• Technical Proficiency: Intermediate knowledge of standard office software (Microsoft Office Suite, email, virtual meeting platforms) and ability to learn new tools quickly.

• Communication Skills: Clear and professional verbal and written communication, with the ability to convey information effectively with all stakeholders.

Preferred Qualifications: (Education and experience)

• Experience providing customer service in a professional setting.
• Familiarity with expense tracking or supporting budget-related tasks.

Preferred Competencies: (Skills, knowledge, and abilities)

• Collaboration and Teamwork: Works effectively with colleagues across teams and levels; strong listener; able to connect people and be customer service focused.
• Critical Thinking and Problem-Solving: Demonstrates the ability to generate new ideas, contribute constructively to discussions, and proactively move projects forward. Seeks out information independently, applies sound judgment, and brings practical solutions to challenges. Works effectively both independently and in collaboration with others to resolve issues and advance goals.
• Data Management: Demonstrates skill in managing large, complex databases with accuracy and attention to detail. Ensures confidentiality of sensitive information, maintains reliable records, and produces clear reports to support decision making and program operations.
• Adaptability: Demonstrates the ability to stay organized and effective in a fast paced setting. Prioritizes tasks, manages competing deadlines, and adjusts quickly to shifting priorities while maintaining quality and professionalism.

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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.