Program Assistant 3, Prospect Research and Management

Department: Alumni Relations & Development

Salary/Grade: NEX/11

Job Summary:

The Prospect Research and Management (PRM) team works with frontline fundraisers to build and manage Northwestern University's pool of potential donors. The Program Assistant will report to the Associate Director of Prospect Research and Management and will play a central administrative and analytical role managing data integrity and quality within the University's alumni and donor CRM. This role serves as key support to proactively verify accuracy of prospect-related data entry, create reports on data inconsistencies, and utilize judgement to determine best next steps to correct data errors. This role also provides support for various projects including employment verification, proposal maintenance, and data maintenance in service of lager ARD-related projects. This role combines structured project management, analytical thinking, and collaborative communication to strengthen prospect development efforts across the organization.

Ideal candidates are energized by working with large amounts of data and contributing daily to it's accurateness and usability. The PRM team values curiosity, thoughtful questions, and collaborative problem-solving. A proactive ability to identify business needs and propose solutions to them will set a candidate up for success. We prioritize accuracy and learning over speed when navigating new systems or unfamiliar tasks

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

Please note: The target budgeted hourly rate for this position is $22.50 to $23.50 per hour. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

• Note: Not all aspects of the job are covered by this job description.

Specific Responsibilities:

Documents & Databases

• Maintain data quality projects that strengthen the overall integrity of prospect data within CRM
• Proactively create reports to assess data accuracy
• Coordinate and/or execute next steps to correct data inaccuracies
• Serve as a knowledgeable partner to train fundraising teams on data entry
• Independently responds to and composes correspondence
• Suggest modifications to policies or procedures based on trend analysis
• Assists PRM team in completion of other prospect-related enhancement projects

Coordinations

• Assists in the scheduling of team meetings
• Collects agenda items and background materials

Contacts

• Provides basic interpretation of policies and procedures
• Researches information to resolve problems or issues
• Fulfills the responsibilities of the SSR contact for the team

Miscellaneous

Performs other duties as assigned

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

• A high school diploma or equivalent required.
• 4 years of administrative support or other relevant experience required.

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

• Administrative Support: Ability to provide reliable and detail-oriented support to ensure smooth daily operations and efficient workflow.
• Communication: Clear and professional verbal and written communication with the ability to convey information effectively to diverse stakeholders. Ability to work effectively with colleagues across teams and levels; strong listening skills; customer-service orientation.
• Organization & Prioritization: Ability to manage multiple tasks, deadlines, and competing priorities.
• Technical & Learning Agility: Ability to effectively use databases, CRM systems, spreadsheets, and other technology tools, or demonstrated learning agility with new systems.
• Confidentiality & Discretion: Ability to handle sensitive information responsibly and in alignment with institutional expectations.

Preferred Qualifications: (Education and experience)

• Experience working with relational databases, CRM systems, or structured reporting environments
• Experience working with large, complex databases with accuracy and attention to detail.
• Working knowledge of Microsoft Excel, familiar with formatting

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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.