Administrative Coordinator, AAD

Cornell University•Ithaca, NY

12d•Hybrid

About The Position

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. 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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.
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.
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.
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.
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.

Benefits

Comprehensive health care options
Generous retirement contributions
Access to wellness programs
Employee discounts with local and national retail brands
Health and personal leave
Three weeks of vacation
13 holidays: Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving and the day after, and an end of the year winter break from December 25-January 1.
Two additional floating holidays
Tuition-free Extramural Study and Employee Degree Program
Tuition aid for external education
Cornell Children's Tuition Assistance Program