Administrative Coordinator for Advancement Services (aHEO)

POSITION DETAILS

The Advancement Services Coordinator, reporting to the Director of Data, Analytics & Advancement Services at The City College of New York’s Office of Institutional Advancement, Communications and External Relations (OIACER) provides operational support for gift processing and key advancement systems. Working closely with the Database Manager and Coordinators, this role ensures accurate gift intake, consistent data flow, and reliable use of advancement tools for fundraising and communications.

(Campus-specific Information and duties)

Gift Intake & Processing

• Serve as the primary intake point for gifts and related documentation.
• Maintain the daily gift log and support reconciliation with Finance.
• Enter gift and constituent data in Raiser’s Edge / NXT (checks, online gifts, recurring gifts, basic ACH/wire info).
• Scan and upload gift documentation following established procedures.
• Provide additional processing support during peak periods (Giving Day, events, year-end).

Advancement Systems Support

• Support daily operations of email marketing, event registration, and digital form/e-signature tools.
• Assist with contact list preparation, imports/exports, and event registration workflows.
• Monitor standard digital forms and maintain basic system documentation and file conventions.

Process Support & Coordination

• Coordinate transfer of archived documents into the database.
• Assist with onboarding and refresher training for staff using advancement tools.
• Flag data/process issues and assist with implementing workflow updates.
• Collaborate regularly with Finance and Development to ensure timely and accurate processing.

QUALIFICATIONS

Bachelor's Degree required.

CUNY TITLE OVERVIEW

Supports College fundraising activities by providing operational and analytical support.

• Researches potential funding programs and opportunities
• Researches, compiles, and prepares various data for reports and analysis
• Participates in drafting funding proposals, applications, and other correspondence
• Assists with prospect research
• Prepares pre- and post-solicitation materials
• Provides support for fundraising activities and events
• May supervise office operations and/or monitor department budget
• Performs related duties as assigned

Job Title Name: Development Coordinator

CUNY TITLE
Assistant to HEO