2 Administrative Positions Available

2 Administrative Positions Available

Development and Alumni Relations at Northwestern University Feinberg School of Medicine


Program Assistant 4, Cancer Fundraising and Development (Job ID 42487)
5 years’ experience required

Development Assistant, Alumni and Major Gifts (Job ID 42602)
2 years’ experience required


Administrative Job Summary
Positions support teams within the Feinberg School of Medicine’s Development and Alumni Relations department, coordinating administrative processes and prioritizing, directing, and responding to business matters involving administrative functions. General responsibilities include calendar management and scheduling; creating and maintaining documents, spreadsheets, and databases; purchasing, expense reimbursements, and budget tracking; special event coordination; composing correspondence, and communicating with medical school donors and/or and alumni.


The Program Assistant 4, Cancer Fundraising and Development supports the Associate Dean and two major gift officers assigned to raise philanthropic funds for the Robert H. Lurie Comprehensive Cancer Center of Northwestern University, as well as associated disease areas and academic research. In addition to general administrative duties, the Program Assistant 4 is responsible for providing project coordination for fundraising appeals and crowdfunding campaigns, supporting volunteer management/third-party fundraising, creating and executing reports, as well as managing data and developing and documenting best practices related to internal files and information in the CATracks database.


The Development Assistant, Alumni and Major Gifts is an integral member of the Feinberg Alumni Relations group, providing support for the Associate Dean, the Senior Director of Alumni Engagement, and their staff of engagement professionals and major gift fundraisers. This position interacts with alumni and volunteers, and requires a candidate who is proactive and willing to take ownership of projects, and has excellent skills in the areas of organization, time management, and interpersonal communication, and who is comfortable in a fast-paced environment, taking and executing last-minute requests as they occur.


Core Administrative Responsibilities


  • Manages supervisors’ and/or department calendars, including travel. 
  • Coordinates complex scheduling arrangements involving multiple parties, meeting planning, special events, travel, etc. 
  • Provides project management for direct marketing initiatives (postal mail, email).
  • Proactively compiles and delivers preparatory materials and briefings for meetings and events.
  • Produces correspondence: Responsible for compiling, securing approval(s)/signature(s), scanning and documenting final copies, and ensuring timely distribution by mail or email.
  • Prepares queries, reports, statistics, tables, charts, etc. using the CATracks database, Microsoft Office 365 suite, and other applications as appropriate.
  • Orders supplies and other items as requested.


Prospects and Gifts

  • Independently responds to and composes correspondence to prospects, donors, alumni, etc. 
  • Writes acknowledgement letters on behalf of gift officers supported.
  • Assists gift officers with portfolio management: prepares briefings, distributes prospect information and maintains robust record of prospect interactions. Assists with and disseminates research; identifies prospective donors.
  • Enters and extracts constituent data in the CATracks database.
  • Prepares and modifies documents, including correspondence, reports, emails, agendas, briefing documents, letters, proposals, etc. for both internal distribution and dissemination to external audiences, including alumni, donors, and patients.
  • Alerts supervisor of potential donor situations and provides updates on information obtained in the course of communication with donors and prospective donors.



  • Organizes and coordinates events.
  • Manages invitations, RSVPs, and guest lists, and makes follow-up calls as needed.
  • Ensures that all logistics such as advertising, registration, speakers, agenda, travel arrangements, venues, catering, technology, etc. have been completed.
  • Monitors event budget, verifies invoices and expense reports, and reconciles expenses to budget.


  • Manages and tracks team budget.
  • Processes requisitions, purchases, and reimbursements per budget.
  • Requests travel and expense reimbursements for officers supported.
  • Tracks and monitors transactions; verifies appropriateness and accuracy of charges. 
  • Generates budget summary reports and statistics.  



  • Collaborates with internal department partners and University partners in implementing and expanding existing relationships to accomplish strategic goals. 
  • Represents the department with various levels of personnel, both internally and externally, managing and facilitating confidential and/or critical information.
  • Responds to unanticipated and complex issues.
  • Participates in team meetings, brainstorming new ideas, and offering solutions to improve current processes.


Program Assistant 4, Cancer Fundraising and Development:
5 years of administrative support or other relevant experience is required.


Development Assistant, Alumni and Major Gifts: 2 years of administrative support or other relevant experience is required.


Additional Requirements for Both Positions

1. Successful completion of a four-year course of study in an accredited college or university leading to a bachelor's degree or higher, or two years’ equivalent experience in a development (fundraising/philanthropic) function.

2. Experience working with a complex relational database/CRM is required; Ellucian Advance experience preferred.

3. Expert competency with the Microsoft Office suite, including Outlook, Word, Excel and PowerPoint.

4. Strong abilities in the following areas:

  • Written and verbal communication, including writing and proofreading
  • Scheduling and travel logistics
  • Organization/time management
  • Presentations and report compilation
  • Demonstrated data management skills

5. Experience working in a nonprofit/philanthropic fundraising or constituent engagement environment is preferred.


Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.


Northwestern University, the Feinberg School of Medicine, and its Development and Alumni Relations office seek a diverse workforce and are actively recruiting candidates in accordance with the university’s commitment to diversity, inclusion, and equal opportunity.


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 on EEO is the Law.