Administrative Assistant IV

The University Major Gifts team within Cornell's Alumni Affairs & Development division advances the university's philanthropic mission by cultivating and securing major charitable gifts. The Administrative Assistant supports 3–4 Major Gift Officers who manage portfolios of donors and prospective donors with the capacity to contribute between $250,000 and $10 million. The role helps ensure efficient donor engagement and administrative operations that support successful fundraising efforts.

The Administrative Coordinator, University Major Gifts provides comprehensive support to 4–6 University Major Gift Officers (MGOs) who manage donor portfolios with the potential for gifts of $250,000 or more. Key responsibilities include MGO data coordination, presidential acknowledgements, work‑plan processing, and travel and expense support. This role also assists with data analysis for the University Major Gifts team—gathering, synthesizing, and formatting information into reports for department leadership and individual MGOs.

The incumbent will serve as the team's data integrity lead, training administrative assistants on data standards and systems and conducting regular data quality reviews. The role also provides event and meeting logistics support and requires strong technical proficiency with a variety of software applications.

• Perform comprehensive data entry and management for Major Gift prospects using People Soft, including solicitations, visits, stewardship, nominations, and events; support OBIEE and Tableau reporting, prospect tracking, and work‑plan data entry processes.
• Serve as the team's data integrity lead — identifying data patterns, developing and leading training on data entry standards for administrative assistants, guiding onboarding, and conducting regular data quality reviews in collaboration with the support team lead.
• Serve as a reference on division data entry policies and procedures for Major Gift Officers, administrative assistants, and leadership.
• Assist with gift tracking and resolve accounting‑related questions in coordination with Advancement Services.
• Provide travel coordination support for Major Gift Officers using Concur, including itineraries, account codes, travel profiles, and logistics consultation.
• Deliver administrative and technical support for Microsoft Office applications, including correspondence, invitation lists, stewardship mailings, and proofreading donor‑related materials such as proposals and reports.
• Support event planning and logistics for on‑ and off‑campus events, including invitation design, RSVP tracking, reporting, and coordination of catering and supplies.
• Manage calendaring in Outlook, schedule Zoom meetings, and coordinate daily mail distribution, filing, and processing of gift checks and documents; maintain accurate routing and distribution of electronic and paper records.
• Provide coverage for colleagues, contribute to team effectiveness by attending meetings and sharing ideas, and assist with department‑wide projects and initiatives as needed.
• Participate in ongoing training and professional development, ensure compliance with university policies and required trainings, and take on additional assigned duties as needed.

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 2–4 years of relevant experience, or an equivalent combination of education and experience.
• Strong interpersonal and customer service skills, with the ability to build positive relationships with diverse stakeholders, including donors, alumni,…