About the Opportunity

Job Summary

The Program Assistant serves in the essential role of providing administrative support to ensure efficient operation of Alumni Relations (AR)’s Student Engagement + Philanthropy team. Under the direction of the Director for Student Engagement + Philanthropy, the Program Assistant will:

• assist in the planning and production of successful in person and virtual programs, events, and activities from concept to post-mortem, including, but not limited to programs, events and activities that support student engagement and philanthropy efforts;
• oversee the reservation process for Northeastern at 300 Mass Ave, including booking, confirming reservations, and coordinating with relevant campus staff to address specific needs.
• supervise student employees at Northeastern at 300 Mass Ave.;
• help coordinate event logistics including researching venues, caterers, entertainers, photographers, transportation carriers, etc.;
• manage event registrations including creating, updating and maintaining registration forms, entry of data into appropriate systems (ascend, Cvent), and management of outputs needed from appropriate systems (e.g. attendance lists, reports, name badges);
• maintain and update Student Engagement + Philanthropy focused web pages;
• administer post-event follow up including recording attendance in Salesforce and compiling event wrap-ups for analysis;
• provide administrative support for AR’s student organizations: Student Alumni Ambassadors (SAA), Student Philanthropy Council (SPC) and Senior Year Experience Board (SYEB);
• act as a customer-service focused resource for the members of the global university community, including internal colleagues, alumni, parents, students, friends, vendors, and other external and internal entities; and
• provide additional administrative office support to the Student Engagement + Philanthropy team.

Additionally, this position may also be asked to perform other duties and special projects as assigned.

The Program Assistant must be able to represent the university, the Advancement Division, and AR team in a professional, enthusiastic manner with a customer service and team focus. As a member of the Advancement Division, it is essential for the Program Assistant to understand and actively support the role philanthropy plays in engaging the Northeastern community. This position interacts with students on Northeastern University’s Boston campus, and requires the Program Assistant to perform their duties in person on the Boston campus.

Key Responsibilities & Accountabilities        

Team Administrative Support

Support Student Engagement + Philanthropy team’s operations and manage inquiries (email, phone, and mail) from students, alumni, campus community, and general public. Learn all aspects of AR’s data systems. Manage accurate coding of student and alumni information (e.g. contact information, university involvements) in Salesforce for events and activities. Create and run reports from data systems. Provide administrative support for AR’s student organizations. Support the efforts of the Advancement Information Systems team by following procedures to maintain accurate information and addresses for alumni. Maintain team’s web page and updates.

Event Logistics and Production Assistance

Provide administrative support to all members of the Student Engagement + Philanthropy team in the planning and production of successful programs and stand-alone events and activities, including, but not limited to, meetings, receptions, dinners, speaker series, networking opportunities, webinars and conferences as directed. Establish and maintain event registrations and program databases as well as forms and output needed from systems (i.e. attendance lists, nametags, registration lists). Manage post-event work including coding of alumni in database and compiling event post-mortems for analysis; event budget monitoring and reconciliation.

Northeastern @ 300 Mass Ave

Oversee the reservation process for Northeastern at 300 Mass Ave, including booking, confirming reservations, and coordinating with relevant campus staff to address specific needs. Supervise student employees at Northeastern at 300 Mass Ave.

Constituent Services

As a point of contact for students, alumni, parents, volunteers, faculty, and staff, the Program Assistant will provide a high-level of consistent customer service to both internal colleagues partnering with AR and external constituents as it relates to events, programs, communications, and general inquiries

Knowledge, Skill Sets, and Experience

Bachelor’s degree preferred. One to three years of experience working in an office environment with a background in event planning and/or customer service. Experience working i