Administrative Coordinator, AAD

The Opportunity 

We are seeking a highly organized, detail‑oriented Administrative Coordinator to join our newly formed “pod” team supporting the Brooks School of Public Policy, the College of Architecture, Art, and Planning, and the Johnson Museum of Art within Cornell’s Alumni Affairs and Development division. 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. 

About the Department  

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. 

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