Program Coordinator, West Coast Regional Office (Hybrid)

Department: Alumni Relations & Development
Salary/Grade: EXS/5

Target hiring range for this position will be between $60,000-$65,000 per year. 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:

This position supports the success of the San Francisco Regional Office, which includes providing first-line development support, research and resources to the team; communicating with internal and external stakeholders; reconciling budgets and navigating complex data sets; assisting with the planning and execution of donor visits and engagement events; and serving as a primary point of contact with campus-based colleagues and senior leadership. As a key member of the San Francisco Regional Team, the Program Coordinator participates in strategy discussions involving top donors and alumni populations in the region and supports Northwestern colleagues and leadership when in the San Francisco region. This position serves as the first point of contact for visitors as well as for inquiries made to the San Francisco Office. The program coordinator may be asked to work outside of regular hours for events.

This position is located in San Francisco, CA, requiring occasional local and regional travel plus trips to Northwestern’s campus in Evanston, IL.

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

Documents and Databases

• Prepares and compiles regular correspondences reports on major gifts and engagement activities, and other required documents.
• Creates and/or maintains complex spreadsheets, reports, queries, etc. based on supervisor's information objectives.
• Prepares digital event invitations and registration pages.
• Reviews processes and recommends changes to incorporate technology as appropriate into administrative, recruitment, marketing, and educational components.
• Conducts research as directed and enters engagement activities into database.

 

Marketing and Communications

• Maintains and updates the regional office website
• Assists in developing compelling content for the website and print materials

 

Accounting

• Processes employee expense reports and ensures adherence to company expense policy and company travel policy.
• Supports accounting for San Francisco Office; performs vendor/account research as needed; obtains additional information or provides instruction and guidance by phone, mail or e-mail from customers/vendors; troubleshoots and reconciles expenses as needed.
• Enters annual projections and works with San Francisco team to update these on a quarterly basis if needed.

 

Human Resources

• Assists in the onboarding of new staff by providing highly customized support and training to new hires.

 

Coordination

• Supports the planning, execution, and reporting of engagement activities. Responsibilities include, but are not limited to registration management, event materials preparation, booking travel arrangements, organizing supplies, staffing events, post-event metrics tracking, etc.
• Manages various office and event calendars and oversees the general inbox.
• Manages complex scheduling arrangements involving multiple parties and conferences, etc.
• Sets-up and cancels meetings based on knowledge of subject and attendees.

 

Contacts

• Serves as the first point of contact in representing the San Francisco Office with both internal and external constituents using a high-level of discretion and confidentiality.
• Responds to unanticipated & complex issues.
• Performs other duties as assigned.

 

MINIMUM QUALIFICATIONS

• Bachelor’s in business, accounting or a related field + 1 year program administration or similar experience; or 3 years program administration or similar experience.

 

MINIMUM COMPETENCIES

• Exceptional organization, verbal communication and writing skills.
  Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• High level of discretion
• Team player and a strong collaboration approach.

 

PREFERRED COMPETENCIES

• 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.
• Outstanding written and oral communication skills are essential for success in this role.
• Use a proactive approach to responsibilities and decision-making.

 

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://hr.northwestern.edu/benefits/ 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://hr.northwestern.edu/well-being/ 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://hr.northwestern.edu/talent-development/ 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.

 

Questions?

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