Administrative Events Coordinator

The Chronicle Of Higher Education, Inc.; New York (NY); On-site; USD 63,000 - 85,000; Full time

Job summary

John Jay College of Criminal Justice in New York seeks an Administrative Events Coordinator to design, plan, and execute donor engagements and events within the Office of Institutional Advancement. You will manage budgeting, scheduling, space reservations, and vendor coordination to ensure flawless execution.

Responsibilities include coordinating catering, rentals, photography, décor, and related items, while building post-event stewardship plans to deepen partnerships and gratitude

Qualifications

• Bachelor's Degree is required.

Responsibilities

• Design and execute donor engagements and events for the Office of Institutional Advancement.
• Plan, prepare, and execute events including scheduling, space reservations, registration, and volunteers; coordinate catering, rentals, photography, décor, and related needs.
• Create and manage event budgets; monitor expenses and coordinate vendor payments and revenue reconciliation.
• Develop post-event stewardship and engagement plans to deepen partnerships and gratitude communications.
• Use the CRM database for planning, tracking, and reporting of donor activities and outcomes.

Education

Bachelor's Degree

Job description

Job Title:Administrative Events Coordinator

Job ID:32325

Location:John Jay College

Full/Part Time:Full-Time

Regular/Temporary:Regular

POSITION DETAILS

ABOUT JOHN JAY COLLEGE

John Jay College of Criminal Justice is a senior college of the City University of New York (CUNY) and an internationally recognized leader in educating for justice. Led by President Karol V. Mason, John Jay is a federally designated Hispanic-serving institution, it is ranked third in the nation in Black student success, and it is a top ten institution for promoting student social mobility. John Jay is proud to serve a diverse and dynamic student body of 15,000 students that includes nearly fifty percent students who are first in their family to attend college as well as students who are immigrants, from low-income families, or from other historically underrepresented groups in higher education.

A Carnegie designated Research Institution, the College participates in the doctoral programs of the Graduate Center of CUNY, and offers bachelor's and master's degrees both in traditional criminal justice-related fields of study as well as in a robust portfolio of liberal arts and sciences programs that highlight themes of justice across the arts, sciences, humanities, and social sciences. The College seeks staff and faculty members who thrive in multicultural academic environments and are committed to access and excellence in higher education.

The College is powered by partnerships, philanthropy, and profound engagement to advance its mission, vision, and values. In accomplishing these elements, the Office of Institutional Advancement (OIA) on behalf of the John Jay College Foundation, Inc. secures annual and permanent resources to fuel long-term fiscal sustainability, college priorities, and student success. OIA relies on its inspiring ecosystem of trustees, alumni, external partners, supporters, and internal stakeholders for their invaluable thought leadership, service, expertise, and private support to further cement the College’s identity, innovation, and impact. Anchored in a People-First culture, the OIA is a team-oriented division that upholds collaboration, invests in individual and collective performance, and builds enduring partnerships.

Dually reporting to the Confidential Executive Associate and Director of Alumni Relations and Annual Giving, the Donor Experience Coordinator will be an essential member of the OIA team to achieve ambitious and attainable strategic goals, objectives, and key performance indicators. In architecting and shepherding transformational (and not transactional) opportunities, the Donor Experience Coordinator will play an integral role in cultivating and stewarding external partners, supporters, and stakeholders. This position will masterfully coordinate the division’s donor experiences, engagements, and events, which serve as vital pathways for robust donor relations, empowering outcomes, and abiding connectivity to the College. Further, the Donor Experience Coordinator will support stewardship endeavors and impact reporting processes to demonstrate the power of philanthropy through headlining results, life-changing testimonials, and data.

Specific responsibilities include:

Through the lens of building transformational partnerships, serve as a thought partner in designing a roadmap of experiences, engagements, and events for the philanthropic ecosystem

For each experience, engagement and event, plan, prepare, and execute these categories by managing scheduling, space reservations, registration, and volunteers; requesting proposals for catering, rentals, photography, décor arrangements and other items as needed; partnering with the Theater and Event Support Services team and submitting work orders and floor diagrams; and partnering with the Marketing and Communications team and submitting asset requests for graphics, video, social media posts, and website content as needed

For each experience, engagement and event, create budgets, monitor expenses, determine cost-saving measures, initiate the process for vendor payment, navigate the appropriate vendor payment systems, and support revenue reconciliation

Co-develop strategic post-event/engagement plans to include communications of gratitude, giving options, occasions to deepen partnerships, and more

Provide high-level support for donor stewardship processes, recognition efforts, and impact reporting to help advance transformative engagement, compelling storytelling, connection, and investment in the College

Research and benchmark stewardship programs across higher education institutions and organization to build upon industry standards and generate innovative ideas and practices

Utilize the Constituent Relationship Management (CRM) database for planning, tracking, notating updates, and reporting

Serve as the primary point of contact for vendor partnerships and construct successful collaborations through timely communications, initiations of payment disbursements, explorations of cost-saving efforts and efficiencies, and promoting institutional priorities

Represent the division in excellence on committees and activities

Perform other duties as assigned

QUALIFICATIONS

Bachelor's Degree required.

CUNY TITLE OVERVIEW

Assists in planning, preparing for, and executing special events of various kinds.

• Assists in logistical and program planning for seminars, conferences, and special
• Represents unit to internal and external organizations and vendors, handling many inquiries
• Organizes correspondence, accounts, contracts, and billing for all
• Creates and distributes marketing communications and materials; create and distribute any required event
• Coordinates invitations, reservations, and ticket arrangements as needed; manages travel arrangements and/or special guest requirements.
• Assures technology and equipment are available as needed and operate
• Collects information to evaluate program/event success, and report results to management. Job Title Name: Administrative Events Coordinator

CUNY TITLE

Assistant to HEO

FLSA

Non-exempt

COMPENSATION AND BENEFITS

$63,003 - $84,815

Salary commensurate with education and experience.

CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.

CLOSING DATE

The review of resumes will begin on August 10, 2026

The posting closes on August 21, 2026

JOB SEARCH CATEGORY

CUNY Job Posting: Managerial/Professional

EQUAL EMPLOYMENT OPPORTUNITY

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity.

EEO/AA/Vet/Disability Employer.