Program Assistant 4, Marketing and Communications

Department: Alumni Relations & Development
Salary/Grade: NEX/12

Target hiring range for this position will be between $23.00-$25.00 per hour. 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:

The Program Assistant 4 (PA4) provides advanced administrative, financial, and project coordination support for the Marketing and Communications team in Alumni Relations and Development (ARD). This role manages calendars, monitors team and department inboxes, maintains records in the department's constituent relationship management (CRM) system, coordinates departmental operations, processes invoices and expense reports, maintains the team's print and digital libraries, and supports project management workflows across a highly productive and impactful team working in a fast-paced environment.

The PA4 serves as the primary administrative hub for a team of 20 staff members ensuring accurate and timely financial processing, maintaining organized systems, managing information flow, and supporting marketing production processes. The role supports team operations during recurring peak periods as well as unplanned, time-sensitive moments that require rapid re-prioritization and clear communication with stakeholders.

This position requires strong organizational skills, careful attention to detail, comfort using technology and databases, discretion when handling private or sensitive information, and the ability to independently manage shifting priorities in a complex environment.

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

Specific Responsibilities:

Administrative & Team Operations

• 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.

Documents, Databases & Information Management

• 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.

Financial Coordination & Accounting

• 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.

Project Coordination

• 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.

Contacts & Communication

• 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.

Miscellaneous

Performs other duties as assigned.

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

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

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

• Administrative Support: Ability to independently manage workflows, calendars, materials, and priority tracking with high reliability and follow-through.

• Organization and Prioritization: Ability to coordinate multiple complex tasks and deadlines using structured systems, tools, and planning approaches.

• Technical and Learning Agility: Ability to effectively use spreadsheets, databases, CRM systems, and productivity tools-or demonstrated ability to learn new systems quickly.

• Written and Verbal Communication: Ability to communicate clearly and professionally with team members and colleagues.

• Data Accuracy: Ability to maintain accurate, well-organized records, produce reports, identify discrepancies, and ensure data integrity.

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

Preferred Qualifications: (Education and experience)

• Candidates with the following experience will be especially strong:

• 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:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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.