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Northwestern University · 18 hours ago

Program Assistant 4, Marketing and Communications

Evanston, IL

Full-time

Hybrid

Mid, Senior Level

$23/hr - $25/hr

5+ years exp

Northwestern University is seeking a Program Assistant 4 for their Alumni Relations & Development department. This role provides advanced administrative, financial, and project coordination support for the Marketing and Communications team, managing calendars, coordinating operations, and ensuring effective communication within the team.

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Responsibilities

Manages calendars for the Senior Associate VP and Senior Executive Director

Coordinates travel for MarComm team

Plans and supports team meetings, retreats, and other engagements

Maintains team schedule and calendar, sharing upcoming team member travel/out-of-office/etc. details in a weekly email to the team

Coordinates inventory of printed marketing materials and distribution to schools/units

Manages shared inboxes, triaging and routing emails based on content, sentiment, and urgency

Serves as the primary administrative contact for the MarComm team, ensuring organized systems, timely follow-up, and closed communication loops with stakeholders

Orders supplies, manages office logistics, and maintains common resources

Independently drafts and responds to correspondence

Creates and maintains spreadsheets, databases, and presentations

Maintains the print and digital marketing materials libraries

Prepares reports, charts, and metrics based on information from multiple systems

Develops regular reports on marketing activity for ARD leadership

Pulls reports as requested by MarComm team members

Serves as the Systems Support Representative (SSR) for the team, providing first-level support for the CRM and other systems

Organizes shared drives and ensures file structure consistency

Maintains accurate records and updates notes in ARD’s CRM

Creates surveys and generates reports of survey findings through survey software

Processes invoices, vendor payments, reimbursements, and expense reports—including daily social media advertising invoices

Communicates with vendors about status of invoices/payments

Tracks spending across multiple budgets, which may belong to several teams

Monitors budget statements and reconciles charges to ensure accuracy

Identifies and resolves discrepancies or expiring subscriptions/renewals

Assists with annual budget preparation and fiscal year-end close

Supports the weekly production meeting process: preparing materials, capturing updates, assigning tasks, and following up with team members and internal clients

Maintains project management software (e.g., Smartsheet or similar tools) and assists in creating project metrics and team and staff member reports

Will assist with updating resources on the internal Sharepoint site

Screens and prioritizes incoming calls and messages, emails, and mail

Responds to inquiries and provides interpretation of basic policies and procedures

Coordinates with ARD IT, Facilities, vendors, and campus partners

Maintains discretion when handling confidential information or sensitive correspondence

Performs other duties as assigned

Qualification

CRM systemsProject management softwareFinancial processingData accuracyWrittenOrganizationPrioritizationTechnicalLearning agilityVerbal communicationAdaptability

Required

A high school diploma or its equivalent along with 5 years of administrative support experience is required

Ability to independently manage workflows, calendars, materials, and priority tracking with high reliability and follow-through

Ability to coordinate multiple complex tasks and deadlines using structured systems, tools, and planning approaches

Ability to effectively use spreadsheets, databases, CRM systems, and productivity tools—or demonstrated ability to learn new systems quickly

Ability to communicate clearly and professionally with team members and colleagues

Ability to maintain accurate, well-organized records, produce reports, identify discrepancies, and ensure data integrity

Ability to remain effective when priorities shift, navigate competing demands, and adjust workflows with minimal direction

Preferred

Using word processing, spreadsheets, and database or CRM systems

Coordinating administrative workflows or managing information across multiple stakeholders

Supporting senior leaders and teams in a complex or fast-paced environment

Processing invoices, tracking budgets, or reconciling financial data

Project coordination, production workflows, or using project management software (e.g., Smartsheet or similar)

Maintaining shared inboxes or triaging correspondence with professional judgment

Managing records or updating information in CRM or database systems

Benefits

Meaningful, competitive, high-quality health care plans

Retirement benefits

Tuition discounts

Comprehensive programs and services to help you and your family navigate life’s challenges and opportunities

Flexible work arrangements

Programs to help you locate and pay for quality, affordable childcare and senior/adult care

Employee career development

Variety of tools and resources for developing professional potential or continuing formal education

Company

Northwestern University

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Northwestern University is a private research and teaching university that offers academic programs across various fields of study. It is a sub-organization of Northwestern Athletics.

Founded in 1851

Evanston, Illinois, USA

5001-10000 employees