Project Coordinator, Direct Appeals (Hybrid work schedule)

Posted on 01/30/2023

Northwestern University

Evanston, IL

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 [email protected]  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.

Job Summary:
The Project Coordinator supports the Direct Appeals team under Annual Giving. Responsibilities include project management for the direct mail team, daily reports and follow-up for the Phonathon program, program support for Loyalty & Stewardship, central gift cart creation, editing, reporting, data checking, and invoice processing.

Responsibilities include

  • Timely and accurate production of small direct mail and mid-size email campaigns,
  • Phonathon tasks: back-end support, pledge card reports, and other weekly tasks,
  • Comfortable in Excel to clean and review large sets of data,
  • Team lead for fulfillment data for Thank You campaigns
  • Request marketing materials and proof materials for accuracy,
  • Establish segmentation plans with customization of letters through variable fields,
  • Invoice processing and lead colleague for NU Financial,
  • Reporting on results at completion of campaigns,
  • Answering 800 line and Annual Giving inbox

The individual must be well organized and able to execute with careful attention to detail and commitment to quality of work within strict timelines in a fast-paced environment. Candidate should be a self-starter, problem solver and approach challenges with solutions-oriented mindset both in individual and team settings while working to achieve team goals. Excellent interpersonal skills, collaborative work style and the ability to engage with a variety of constituencies.

Specific Responsibilities:

  • Collaborates closely with team members to prepare data files for vendors and ensures segmentation aligns with overall strategy
  • Manages accurate production of small direct mail and mid-size email campaigns
  • Employs project management tools as needed to support on-time and accurate completion of simultaneous communications across multiple channels (mail and email)
  • Work with Annual Giving writer for copy updates and review
  • Implements change to achieve department goals
  • Update the Director or team on project details and changes in a timely manner
  • Requesting marketing materials and proofing materials for accuracy
  • Establishing segmentation plans with customization of letters through variable fields
  • Reporting on results at completion of campaigns
  • Provide backup support for Annual Giving 800 line and respond to inquiries from alumni; research information to resolve problems or issues; take gifts over the phone.
  • Email and communicate with individuals that make pledge or credit card gift through the Phonathon program
  • Process daily and weekly updates for Phonathon program; send pledge reminder emails and letters; send data updates to Gift and Records team.
  • Enter invoices into NU Financials
  • Reviews processes and recommends changes 15.


  • Performs other duties as assigned.

Minimum Qualifications:

  • 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 A high school diploma or its equivalent along with 2 years of administrative support experience
  • 1 year program/project administration or other relevant experience.

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

  • Elementary knowledge with Excel
  • Ability to review and manage large data files with accuracy.
  • Clear communication

Preferred Qualifications:

  • Experience in annual giving fundraising in higher education or nonprofit setting.
  • Experience producing small and mid-size direct mail or email campaigns.
  • Excellent written and verbal communication
  • Organization and timeline management

Please note: The target budgeted salary for this position is $48,000 – $53,000 annually. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

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.

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