Program Assistant 3, Alumni Engagement - Waldron Program

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

Job Summary:

Please note: The target budgeted salary for this position is $22.00 - $23.00 hourly. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

This Program Assistant 3 will support the work of the Austin J. Waldron Student-Alumni Connections Program and its Director of Alumni Engagement. This individual will assist with administrative duties for program events both in-person and virtually, develop marketing materials and communications for students and alumni, document and analyze program data, and support the growth of this endowed program through new initiatives.

Weinberg College's interdisciplinary arts and sciences degree leads to a wide variety of career paths. The Waldron Student-Alumni Connections Program helps Northwestern undergraduate students navigate this exciting opportunity, and challenge, by connecting them with Northwestern alumni to foster career exploration, discovery, and planning. The Program Assistant is essential to organizing and promoting these connections working with partners across the university, and understanding the student experience, the alumni landscape, and College and campus resources.

Please note: This role is eligible for a hybrid work arrangement, up to two days remote and three onsite.

Specific Responsibilities:

Data Management

• Proofs for spelling and grammar.
• Enters information into spreadsheets and databases.
• Compiles routine reports of event logistics and contact reports.

Website

• Coordinates content maintenance of websites.
• Assists staff in updating the program website.

Accounting

• Verifies income and expenses.
• Resolves discrepancies with the Finance and Administration team.
• Enters, tracks, and maintains documentation and logs of financial transactions.
• Ensures that charges have posted to appropriate accounts.
• Assists with reconciliation of accounts.

Coordination

• Coordinates supervisor's and/or dept calendar.
• Coordinates registration and travel.
• Coordinates administrative tasks for events which may include scheduling rooms, catering, vendors, technology, and guest speakers.

Communication

• Creates marketing monthly newsletter for students, sends event reminders, and creates flyers for programming.
• Represents supervisor in routine/standard situations with various levels of personnel both internally and externally.

Miscellaneous

Performs other duties as assigned.

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

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.

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

• Administrative Support: 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.
• Technical Proficiency: Proficiency in standard office software and ability to learn new tools quickly. (Microsoft Office Suite and mail merge or similar programs.)

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

Preferred Qualifications: (Education and experience)

• Event and Marketing Communications: Demonstrates the ability to design, coordinate, and execute communications such as newsletters, event reminders, and creating flyers to stakeholders
• Volunteer & Student Engagement: Effectively supports volunteers or students, fostering positive relationships and ensuring productive involvement.
• Data Management & Analysis: Accurately enters, organizes, and interprets data to inform decision making, track outcomes with accuracy and attention to detail.

• Communication and Social Media Content: Communicates confidently through public speaking and develops creative social media content that enhances visibility, engagement, and organizational goals.

Preferred Competencies: (Skills, knowledge, and abilities)

• Collaboration and Teamwork: Ability to work effectively with colleagues across teams and levels; strong listening skills; customer-service orientation.
• Critical Thinking and Problem-Solving: 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.
• Adaptability: 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:
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.