Administrative Coordinator (aHEO)

POSITION DETAILS

The Office of Institutional Advancement, Communications & External Relations (OIACER) is a dynamic and collaborative department that brings together formerly distinct offices including Institutional Advancement, Marketing & Communications, External Relations, Government Affairs & Community Engagement, and several innovative centers and initiatives. OIACER works closely with alumni, donors, city, state, and federal agencies, corporations, and public and private foundations to support the mission of The City College of New York (CCNY).

As the administrative arm of the Foundation for City College, OIACER is committed to securing private support to advance educational and research excellence, particularly for students who may not otherwise have access to a senior college education.

OIACER is seeking a detail-oriented and proactive Administrative Coordinator to support our dynamic fundraising team. As part of a collaborative department that engages with alumni, donors, government agencies, and foundations, this role offers the opportunity to contribute to meaningful initiatives that advance educational access and excellence. Reporting to the Associate Executive Director, the Administrative Coordinator will play a key role in managing communications, scheduling, event logistics, and operational support across a diverse portfolio of programs and partnerships.

(Campus-specific Information and duties)

• Manage the Associate Executive Director’s calendar, including scheduling meetings, coordinating work plans, and organizing event and communication timelines.
• Provide administrative support for fundraising operations, including donor and prospect communications with a strong emphasis on professionalism and customer service.
• Co-manage the OIACER general email and voicemail inboxes, ensuring timely, accurate, and professional responses.
• Assist with event planning logistics, including list management, supply procurement, vendor coordination, and intercampus arrangements.
• Perform data entry and reporting to support fundraising and donor tracking efforts.
• Coordinate office operations, including ordering supplies, submitting work orders, managing technology access, and organizing physical office space.

QUALIFICATIONS

Bachelor’s degree required

Preferred Qualifications:

• Experience working in development, fundraising, higher education, or a nonprofit environment
• Experience supporting senior leadership (i.e., calendar management, communications coordination)
• Familiarity with donor databases or CRM systems
• Experience coordinating events, meetings, or external engagement activities
• Experience managing multiple priorities in a fast-paced, deadline-driven environment

CUNY TITLE OVERVIEW

Supports projects, initiatives, and activities that impact an academic or administrative department.

• Manages basic office functions such as communications, meeting schedules, work plans, staff assignments, and distributing information.
• Collects data for, prepares, and distributes reports and presentations using word processing, spreadsheet, and presentation software.
• Updates office databases, lists, and files to ensure completeness and accuracy; maintains current information on department web site(s); maintains department archives and collections.
• Conducts internet and/or database research and performs basic systems queries to locate information related to department activities.
• Maintains department fiscal plans and budgets; assists in budget administration and invoice processing.
• Provides basic information, instructions, and materials as requested by students, faculty, and others who contact the department.
• May supervise office staff and student workers.
• Performs related duties as assigned.

Job Title Name: Administrative Coordinator

CUNY TITLE
Assistant to HEO

FLSA
Non-exempt