Senior Program Coordinator, International Development

Department: Alumni Relations & Development
Salary/Grade: EXS/6

Job Summary:

The Sr. Program Coordinator, International Development provides complex project management, reporting, research, writing and high-level administrative support for the International Development team in its work with major and principal gift donors and prospects. As a key member of the team that manages the identification, cultivation, solicitation and stewardship of the university's international donors, the Senior Program Coordinator coordinates logistics and communications for fundraising events, drafts donor briefings for deans, assistant vice president, vice president, and provides overall program support for the Sr. Executive Director. This role also helps ensure senior leaders remain organized and prepared by proactively tracking key priorities, coordinating complex logistics, and supporting the successful execution of international fundraising activities. This position serves as a key point of contact within ARD for international development; manages the data and reporting needs for the international team and oversees travel logistics for international travel. The supervisor for this position is based in ARD's New York Regional Office.

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

Please note: The target budgeted salary for this position is $60,000 - $64,000 annually. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

Specific Responsibilities:

Administration

• Oversees & coordinates day-to-day operations for the team to ensure work progresses efficiently and key priorities remain on track. Manages calendaring, logistics, and administrative support for Senior Executive Director, International Development, helping track priorities and ensure timely preparation for meetings, travel, and donor engagement activities.
• Prepares itineraries, books travel/hotels, donor gifts, and drafts briefings on international constituents and donors. Coordinates with key campus partners to ensure alignment and communicate information on donor/prospects, trip planning and execution for pre-departure and post-trip debrief.
• Develops, maintains and reports on quantitative and qualitative performance measures for donor engagement and proposal pipeline.
• Maintains up-to-date information in CatConnect to ensure bio details, contact reports, and contact information are accurate.
• Issues work order requests for maintenance, repairs & upgrades.

• Identifies service improvement opportunities that will better enable program/project to achieve its goals and objectives.

Budgets & Financial

• Drafts annual budget for team including international travel, foundation support, and other administrative components.
• Submits expense reports for Sr. Executive Director
• Prepares exceptions forms and reimbursements that require special attention.
• Analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.

• Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction & guidance by phone, US- or e- mail from customers/vendors; corrects or escalates.

Evaluation

• Ensure CRM database is up-to-date and reflects current donor and prospect information.
• Collaborates with internal/external partners to implement changes designed to improve/increase fundraising objectives.

Events

• Adheres to ARD Policies and Procedures for vendor contracts and special events to ensure international events are consistent with ARD best practices.
• Coordinates programming, educational, student, alumni, faculty events, dinners or meetings, etc. including speakers, agendas, etc.
• Coordinates logistics for meetings and/or events, etc. designed to build internal and external relationships and advance fundraising objectives within NU and abroad.

• Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Strategic Planning

• Maintains, tracks and provides reports to ensure alignment and report on overall progress on annual and long-term international strategic plans.

• Recommends changes & improvements to functional operations to better meet organizational needs & objectives.

Miscellaneous

Performs other duties as assigned.

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

Administrative Support:

• Ability to manage complex logistics, scheduling, travel coordination, and administrative processes while ensuring accuracy, timeliness, and smooth day-to-day operations. Demonstrates strong follow-through and initiative to proactively track milestones, anticipate needs, and help keep senior leaders organized and on schedule. w.

Communication:

• Clear and professional verbal and written communication with the ability to convey information effectively to diverse stakeholders , including senior leaders, donors, and external partners.

Organization & Prioritization:

• Ability to manage multiple tasks, deadlines, and competing priorities while maintaining strong attention to detail and follow-through.

Technical & Learning Agility:

• Ability to effectively use databases, CRM systems, spreadsheets, and other technology tools, or demonstrated learning agility with new systems and technologies.

Confidentiality & Discretion:

• Ability to handle sensitive donor and institutional information responsibly and in alignment with institutional expectations.

Stakeholder Support & Service Orientation:

• Ability to interact professionally with senior leaders, donors, and colleagues while providing responsive and detail-oriented support.

Preferred Qualifications: (Education and experience)

• Experience supporting senior leaders or multiple stakeholders in a fast-paced professional environment.
• Experience coordinating travel, events, or complex logistics.
• Experience working with spreadsheets (e.g., formulas, formatting, pivot tables), CRM systems, or structured reporting tools.

• Exposure to international work, global organizations, or cross-cultural environments is a plus but not required.

Preferred Competencies: (Skills, knowledge, and abilities)

Collaboration and Teamwork:

• Ability to work effectively with colleagues across teams and levels; strong listening skills, and a service-oriented approach to supporting partners.

Data and Reporting Support:

• Ability to manage and maintain accurate data reliably within complex databases and spreadsheets with strong attention to detail; capable of producing clear reports to support decision making and program operations.

Adaptability:

• Demonstrated ability to stay organized and effective in a fast-paced setting. Ability to prioritize tasks, manage competing deadlines, and adjust quickly to shifting priorities while maintaining quality and professionalism.

Cultural Awareness:

• Awareness of cultural nuances and ability to work thoughtfully in a global context when supporting international partnerships and travel.

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.