Assistant Director, Operations (Hybrid)

Department: Alumni Relations & Development
Salary/Grade: EXS/7

About Alumni Relations and Development

Alumni Relations and Development appreciates that the collective sum of our individual differences, experiences, knowledge, and self-expression is crucial for our success. We strongly invite candidates of all backgrounds to apply and to participate fully and authentically in our workplace.

We encourage you to apply even if you do not believe you meet 100% of the preferred qualifications.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Alumni Relations and Development is committed to genuine inclusion. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Elizabeth Frisch at efrisch@northwestern.edu. Consistent with its obligations under the law, Northwestern will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential job responsibilities.

Job Summary:

This position reports to the Director of Foundation Relations. Provides operational services for Office of Foundation Relations (OFR) staff to support identification of foundations to fund research and other University priorities, including partnering with teams to formulate strategies on potential funding opportunities. Executes operational items in support of OFR, including but not limited to, funding opportunity dissemination, databases to track proposal submissions and awards, faculty and foundation profiles, reports and analyses. Ensures that all operational functions are completed in compliance with University policy, state and federal laws and regulations.

This position plays a pivotal role in keeping faculty and staff informed regarding foundation opportunities and performs in-depth landscape analyses of foundations that would fit with targeted faculty research or university initiatives, including best ways to approach a foundation and secure support. Keeping information and data organized and generating reporting on key performance indicators are other essential aspects of this position. This position is under a hybrid work schedule.

When applying, we highly encourage you to submit a resume and cover letter.

Specific Responsibilities:

Strategic Planning

• Maintains strategic funding plans, profiles of prospect foundations and awardees, faculty profiles, and other tracking as needed. Maintains knowledge base of foundations and opportunities.
• Recommends changes & improvements to operational services strategies to better meet frontline and faculty needs & objectives. Analyzes foundation interests and assesses opportunities for alignment with University priorities, faculty research, or programmatic needs.
• Works with Director to prepare annual team goals, projections, and data for campaign. Reports on team metrics and progress toward goals. Provides data on as-needed basis for external and internal meetings.
• Reviews OFR budget with Director & Program Assistant, enduring compliance with Northwestern policy.

Collaboration

• Involves high level of collaboration with internal department partners and moderate level of collaboration with University partners in implementing and expanding existing relationships to accomplish strategic goals.
• Key partnerships and work include:
• In coordination with Director, develops shareable documents to track prospect foundations and awardees, sets up system to track success factors and winners; and other tracking as needed.
• Attends prospect sessions with OFR staff and faculty to optimize prospect research results.
• Supports frontline officers with prosect research on foundation opportunities. Disseminates as requested.
• Collaborates across Alumni Relations & Development, sponsored research, accounting services, senior administrators, and schools and programs to ensure foundation proposals and awards conform to foundation timelines, requirements, and best practices.
• Serves as representative on internal database and prospect management and record keeping committees.

Prospects & Gifts

• Provides customer service oriented, client team centered, guidance and counsel regarding operational services.
• Completes research and analyses regarding operational services and provides business intelligence to client teams.
• Meets regularly with client teams to evaluate needs, consult on strategy and provide updates.
• Participates with area/unit senior staff in the conceptualization, development and presentation of materials used in operational services.
• Creates and disseminates a bi-weekly RFP electronic newsletter and updates website.

Evaluation

• Reviews operational services and interacts with clients for purpose of gaining insight, growing and strengthening service, and optimizing client satisfaction.
• Coordinates the collection, analysis & reporting of required information for surveys, review documents, public information documents, etc.
• Analyzes evaluation data from clients, donors, etc. to assist in operational service project development and updates.
• Implements process improvements as a result of surveys or other indicators.

Events

• Coordinates training and educational workshops, meetings, etc. including speakers, agendas, etc.
• Assists with organizing meetings and workshops, etc. designed to exchange information, promote OFR objectives, and to build internal and external relationships within the University.
• Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Administration

• Completes day-to-day oversight, maintenance, continuity and consistency of business processes-related operational services.
• Compiles & analyzes data; prepares reports; shares results and recommendations with OFR staff. Tracks private foundation activity with Northwestern, including contact reports, biographical information, proposals, grants, and corresponding payments. Maintains profiles of foundations.
• Reviews processes and systems and recommends changes to incorporate state-of-the-art processes and technology as appropriate into operational services; streamlining the delivery and/or accessibility of information.
• Creates and maintains documentation, procedures, standards, and policies related to operational services.
• Researches best practices, peer institutions, market/economic conditions and government rules and regulations and recommends changes and enhancements to improve administrative effectiveness, services and/or resources.

Supervisory

• Supervises part-time, temporary, and/or work/study employee.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• 2 years operations, administration, development or the equivalent experience is required.

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

• Strong research, analytical thinking, reporting, writing, and communication skills; project management skills and organizational perspective; complex problem solving; attention to detail; initiative; commitment to excellence.
• Strong interpersonal skills. Customer relation skills are essential in working with faculty, Alumni Relations and Development staff as well as various offices throughout the University.

The target budgeted salary for this position is $63,500 to $67,000 annually. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

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.