Program Assistant

Updated: 2 days ago
Location: Boston, MASSACHUSETTS
Job Type: FullTime

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 in higher education with students and alumni is a plus. This role requires excellent coordination, organization, and written and oral communication skills, including a strong phone presence. Ability to work independently and be productive with minimal supervision as well as in a team environment on several projects at a time, is necessary. Must be proactive, anticipate problems, and be resourceful to find workable solutions. The ideal candidate will also be detail oriented with strong customer service and interpersonal skills and have a high level of self-confidence and enthusiasm, as well as proficiency with virtual communication platforms and online learning tools.

A self-starter who is flexible to changing priorities, adaptable to new systems and able to interact professionally and diplomatically with students, alumni, volunteers, parents, staff, faculty, vendors and external entities is required.

Strong computer skills including proficient use of Microsoft Excel, Outlook, PowerPoint, and Word are required; Experience with Salesforce and Cvent is helpful.

This position requires the selected candidate to work in person on Northeastern University’s Boston campus. Evening and weekend work required as events, programs, and activity needs dictate, along with occasional local and regional travel.

Position Type

General Administration

Additional Information

Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.  

Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation. Visit for more information.  

Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff.  Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. 

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other  characteristic protected by applicable law.

To learn more about Northeastern University’s commitment and support of diversity and inclusion, please see .

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