Program Coordinator, West Coast Regional Office

Northwestern University
San Francisco
Full Time
2 weeks ago

Program Coordinator, West Coast Regional Office

Job ID: 50515
Location: San Francisco, California

Department: Alumni Relations & Development
Salary/Grade: EXS/5

Job Summary:
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 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.

The Program Coordinator is a key partner in expanding Northwestern’s major donor base on the west coast. This is an ideal opportunity for a collaborative, high-performing professional to join a Tier 1 research university’s best-in-class advancement team.

This position supports the success of the San Francisco Regional Office, which includes providing first-line development support, research and resources to the team; communicating with internal and external stakeholders; reconciling budgets and navigating complex data sets; assisting with the planning and execution of donor visits and engagement events; and serving as a primary point of contact with campus-based colleagues and senior leadership. As a key member of the San Francisco Regional Team, the Program Coordinator participates in strategy discussions involving top donors and alumni populations in the region and supports Northwestern colleagues and leadership when in the San Francisco region. This position serves as the first point of contact for visitors as well as for inquiries made to the San Francisco Office.

This position is located in San Francisco, CA, requiring occasional local and regional travel plus trips to Northwestern’s campus in Evanston, IL. The incumbent must have a demonstrated commitment to contributing to a diverse, integrated, and inclusive culture.

Specific Responsibilities:

Documents and Databases

  • Prepares and compiles regular correspondences reports on major gifts and engagement activities, and other required documents.
  • Creates and/or maintains complex spreadsheets, reports, queries, etc. based on supervisor's information objectives.
  • Prepares digital event invitations.
  • Reviews processes and recommends changes to incorporate technology as appropriate into administrative, recruitment, marketing, and educational components.
  • Conducts research as directed and enters engagement activities into database.

Website and Social Accounts

  • Maintains website and supports the creation, writing, and editing of regional alumni donor profiles and social media accounts if needed.


  • Processes employee expense reports and ensures adherence to company expense policy and company travel policy.
  • Supports accounting for San Francisco Office; performs vendor/account research as needed; obtains additional information or provides instruction and guidance by phone, mail or e-mail from customers/vendors; troubleshoots and reconciles expenses as needed.
  • Enters annual projections and works with San Francisco team to update these on a quarterly basis if needed.

Human Resources

  • Assists in the onboarding of new staff by providing highly customized support and training to new hires.


  • Assists with event logistics including registration, booking travel arrangements, venues, catering, technology, etc.
  • Manages offices calendars.
  • Manages complex scheduling arrangements involving multiple parties and conferences, etc.
  • Sets-up and cancels meetings based on knowledge of subject and attendees.


  • Serves as the first point of contact in representing the San Francsco Office with both internal and external constituents using a high-level of discretion and confidentiality.
  • Responds to unanticipated & complex issues.
  • Performs other duties as assigned.

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

  • Bachelor’s in business, accounting or a related field + 1 year program administration or similar experience; or 3 years program administration or similar experience.

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

  • Exceptional organization, verbal communication and writing skills.
  • Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
  • High level of discretion
  • Team player and a strong collaboration approach.
  • Commitment to diversity, equity, and inclusion

Preferred Competencies: (Skills, knowledge, and abilities)

  • Ability to work independently and problem-solve; exceptional time management and follow-up skills; possess exceptional written & oral communication skills; shows initiative; has an interest in academia/higher education. Must meet Northwestern’s values and behaviors of excellence, discovery, collaboration, diversity, and integrity.

Target hiring range for this position will be between $60,000-$63,000 per year. 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.

Please apply online at

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