Job Details

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Northwestern University
  • Position Number: 2582948
  • Location: San Francisco, CA
  • Position Type: Business and Financial Management
Program Assistant 4, West Coast

Department:Alumni Relations & Development

Job Summary:
Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

The Program Assistant 4, West Coast Regional Office, supports the success of the West Coast Regional Office—including providing first-line technical development support and resources to the team, communicating with internal and external stakeholders, and providing administrative support for large- and small-scale events. As a key member of the West Coast Regional Team, the Program Assistant 4 participates in strategy discussions involving top donors and alumni populations in the region and serves as the primary point of contact within ARD for the calendar of events and travel to California.

This position is based in San Francisco, CA.

Please Note: This position will initially be remote with occasional visits to the downtown San Francisco office as needed. We expect the position to start working part-time in the physical office in downtown San Francisco starting sometime in 2022.

Specific Responsibilities:
Documents & Databases

  • Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.

  • Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on team's information objectives.


  • Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.

  • Processes accounting transfers, appropriation & funding changes, deposits, & payroll.

  • Completes journal entries.

  • Creates & monitors budget statements.

  • Verifies that charges are accurate & posted to the appropriate account.

  • Reconciles accounts.

  • Resolves discrepancies &/or outstanding encumbrances.

  • Assists in balancing accounts at close of fiscal year.

  • Assists in preparation of annual budget.

  • Administer budgets &/or accounting balances for multiple awards.


  • Manages supervisor's &/or dept calendar.

  • Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.

  • Sets-up & cancels meetings based on knowledge of subject & attendees.

  • Coordinates large scale &/or complex events.

  • Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.


  • Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.

  • Responds to unanticipated & complex issues.


  • Performs other duties as assigned.

Minimum Qualifications:

  • A high school diploma or equivalent required.

  • 5 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities)

  • Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Competencies: (Skills, knowledge, and abilities)

  • Ability to work independently and problem-solve; possess exceptional written & oral communication skills; shows initiative; has an interest in academia/higher education.

Please apply online at

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information onEEO is the Law.

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