Administrative Coordinator, AAD
About Cornell Alumni Affairs and Development
Cornell Alumni Affairs and Development (AAD) advances Cornell University's mission by building lifelong relationships with alumni, donors, and friends while securing philanthropic support that fuels teaching, research, and public engagement. Through engagement, stewardship, and fundraising, AAD helps ensure Cornell's long-term excellence and impact.
The Opportunity
We are seeking a highly organized, detail-oriented Administrative Coordinator to join our Advancement "pod" team supporting multiple colleges and units. This role is central to the success of our fundraising and engagement efforts and offers the opportunity to work closely with senior advancement leaders, alumni, donors, volunteers, and campus partners.
Reporting to the Pod Leader, the Administrative Coordinator provides comprehensive administrative, operational, and logistical support to the pod, including Chief Development Officers (CDOs), a Major Gift Officer, the Director of Alumni Engagement, and other advancement colleagues. If you thrive in a collaborative environment, enjoy taking on a variety of responsibilities, and take pride in keeping complex operations running smoothly, this role may be an excellent fit.
What You Will Do
As Administrative Coordinator, you will support the daily operations and long-term success of advancement activities across the pod. Your work will include:
Administrative & Office Support
- Provide administrative support to the Pod Leader and Chief Development Officers, including scheduling, correspondence, documentation, and record management.
- Prepare, track, and organize correspondence, proposals, reports, and meeting materials.
- Serve as a helpful point of contact for alumni, volunteers, and advisory council members by responding to inquiries and preparing requested materials.
- Maintain accurate records and data integrity, including contact reports, volunteer tracking, and event coding.
- Organize and maintain shared digital files and departmental resources to ensure accessibility and accuracy.
Travel Coordination
- Coordinate all travel arrangements for the Pod Leader and Chief Development Officers, including itineraries, lodging, and meeting logistics.
- Ensure travel arrangements are cost-effective and comply with university guidelines.
Budget & Financial Support
- Process bills, travel vouchers, and expense reimbursements for multiple colleges and units.
- Assist with budget tracking and account monitoring.
- Coordinate financial documentation, including vendor contracts, purchase orders, invoices, deposits, and event-related expenses.
- Reconcile expenses associated with engagement programs, reunions, and annual fund activities.
Calendar & Event Coordination
- Coordinate calendars for the Pod Leader and Chief Development Officers to ensure efficient scheduling and clear communication.
- Coordinate logistics for events, meetings, and programs, such as advisory council meetings, donor activities, and dean's office engagements.
- Collaborate with academic administrative offices and advancement colleagues on multi-unit meetings and briefings.
- Assist with agendas, briefing materials, event materials, and follow-up communications.
Continuous Learning & Team Engagement
- Participate in relevant university training and professional development opportunities.
- Stay current with tools, technologies, and best practices that support the role.
- Contribute ideas and recommendations to support departmental goals.
- Participate actively as a member of a collaborative and supportive team.
- Perform other duties as needed.
This role offers meaningful exposure to senior leaders, cross-campus collaboration, and advancement work that strengthens relationships with alumni, donors, and volunteers. You'll be part of a team that values integrity, teamwork, and continuous improvement. If you are an adaptable, organized, and proactive administrative professional, we encourage you to apply with your resume and cover letter!
What We Need
A cover letter and resume outlining your interest and how your experience and goals align with the potential for mutual success in the role are required for consideration.
- Associate's degree and 2 to 4 years of relevant experience, or equivalent combination.
- Strong interpersonal, verbal, and written communication skills, with the ability to work effectively with faculty, staff, alumni, volunteers, and senior administrators across multiple colleges/units.
- Excellent organizational skills and attention to detail, with the ability to juggle multiple tasks, prioritize effectively, and meet tight deadlines.
- Demonstrated ability to maintain confidentiality and exercise sound judgment while working with sensitive and highly confidential information.
- Technological proficiency, including experience with Microsoft Office products (Outlook, Teams, Excel), desktop applications, databases, and online systems; comfort learning and using emerging tools and AI-supported platforms.
- Experience coordinating meetings, events, or logistics, including preparing materials, managing budgets or accounts, and handling vendor or financial documentation.
- Ability to build inclusive working relationships and work collaboratively within a multi-college pod environment.
Demonstrated adaptability and comfort working in a fast-paced, evolving environment that encourages creative problem-solving and continuous improvement.
It Would Be a Bonus if You Have Any of the Following
- Familiarity with Cornell University policies, procedures, and administrative systems.
- Experience supporting Alumni Affairs and Development or working within a higher education advancement environment.
- Knowledge of PeopleSoft, Salesforce, or similar financial and CRM systems.
Important Notes About Applying
- A cover letter and resume outlining your interest and how your experience and goals align with the potential for mutual success in the role are required for consideration.
- This position is eligible for a hybrid work arrangement. Employees typically perform this role on-campus 2 days per week and remotely 3 days per week.
- There is no relocation assistance available for this position.
- There is no visa sponsorship available for this position.
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