Assistant Director, Operations - Athletics

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

Please note: The target budgeted salary for this position is $61,000 - $65,000 annually. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

Job Summary:

The Assistant Director of Athletics Operations plays a key role in supporting the athletic department's fundraising objectives through a variety of operational and administrative initiatives. This position oversees event logistics, fundraising and event communications, ticketing and parking coordination, donor benefit fulfillment, and development-related administrative functions, while helping streamline processes within the athletics development team.

The Assistant Director of Operations supports the planning and implementation of campus-wide events, including the Hall of Fame and new building dedications, by providing operational and logistical assistance under the direction of the Head of Donor Experience or other Athletics team members. This role works collaboratively with cross-campus partners to ensure events and stewardship activities align with institutional goals and follow best practices for guest experience, accessibility, and protocol.

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

Must be available nights and evenings throughout the calendar year.

Specific Responsibilities:

Strategic Planning

• Suggests enhancements and modifications to optimize the utilization of revenue streams, ensuring the utmost effectiveness and efficiency of our events and development operations.

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.
• Includes briefing key partners on event specifics and timelines.
• Involves moderate level of collaboration with external contacts and vendors.
• Examples of key partnerships and work involved below:
  • Athletics Facilities and Event Management
  • Ticket Office
  • Marketing and Communications (Athletics and ARD)
  • Campus Food & Beverage Partners (Levy and Chartwells)
  • Venue Partners (Legends and OVG)
• Supports various functions of the development team, including events, Annual Giving, and stewardship efforts.
• Learns and applies ticketing policies while assisting with ticket-related tasks.

Prospects & Gifts

• Ensure accurate processing of donor gifts in adherence with donor intent and University policies and assist with the donor acknowledgement process.
• Works with development officers to implement strategies that will maximize dollars raised and participation of donors.
• Helps drive and execute stewardship program and responsibilities.

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 corrective actions required as a result of surveys or other indicators.

Events

• Support creation of written content for select designed collateral
• Ensure consistent brand identity in all communications
• Collaborate with stakeholders for planning and review of fundraising events and projects
• Work with external vendors to manage the production and delivery of materials and supplies
• Events: invites, pre-event details and post-event follow-up
• Develops materials such as social/email graphics, invitations, etc.
• Processes & maintains information, registration, and databases.
• Markets & promotes using email, websites, social media, etc.
• Assists in scheduling details such as venue, space, caterers, musicians, photographers, nametags, audiovisual and technical requirements, etc.
• Prepares event plans and summaries.
• Reviews information and recommends "best practices" for future events.

Administration

• Organizes and executes administrative aspects of events and office operations.
• Maintains data (invitation, attendance, RSVP lists).
• Manages timelines.
• Manages expenses (venue, food, entertainment, technology, security).
• Coordinates graphic design and/or scripting
• Documents results and response levels.
• Optimizes the use of technology including social media for marketing, communications, and data reporting and analysis.
• Assists in the development of web analytics, dashboards, and metrics which provide quantitative analysis of event outcomes.
• 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.

Miscellaneous

Performed other duties

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

• 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.)

• Event Operations & Logistics: Ability to provide assistance with athletic and campus wide events, including logistics, timelines, vendor coordination, and on site support. Demonstrated understanding of guest experience, accessibility standards, and event protocol.
• Project Management: Strong organizational skills with the ability to manage multiple projects simultaneously and meet deadlines. Ability to support complex, cross departmental initiatives under guidance from senior staff.
• Communication & Collaboration: Effective written and verbal communication skills for coordinating event communications, donor messaging, and internal updates. Proven ability to work collaboratively with colleagues across athletics, advancement, and campus departments.
• Attention to Detail & Accuracy: Ability to maintain accuracy in records, schedules, and communications.
• Administrative & Operational Efficiency: Ability to improve processes and workflows to increase efficiency within a development or operations team. Competence in handling administrative tasks with professionalism and discretion.
• Customer Service & Donor Experience: Strong service orientation with the ability to anticipate and respond to guest needs. Commitment to delivering a positive, inclusive, and professional experience for all stakeholders.
• Adaptability & Problem Solving: Ability to adapt in fast paced event environments and respond calmly to changing priorities or unexpected challenges. Sound judgment in escalating issues and seeking guidance when appropriate.

Preferred Qualifications: (Education and experience)

• Familiarity with Microsoft Office Suite (Outlook, Excel, Word) or equivalent.
• Use of technology including social media platforms for marketing, communications, and data reporting and analysis.
• Experience with CRMs, marketing tools, or similar.

Preferred Competencies: (Skills, knowledge, and abilities)

• Interest in event management/execution and/or donor stewardship.
• Ability to engage and effectively communicate with many audiences.
• Ability to assess effectiveness and efficiency of events, stewardship, and development operations.

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.