Administrative Coordinator

Urban College of Boston seeks a highly organized and professional Administrative Coordinator to provide direct support to the President and the VP of Advancement.

This individual will manage the President’s calendar and ensure smooth operations of the Advancement department by managing scheduling, donor database updates, communications logistics, and special event coordination. The Administrative Coordinator will also provide administrative and logistical support for the College’s Foundation Committee, playing a visible and important role in donor stewardship, internal coordination, and cross-team collaboration. This is an ideal opportunity for a detail‑oriented professional interested in nonprofit development, higher education advancement, and mission‑driven work.

The Administrative Coordinator represents the College with professionalism, discretion, and a strong commitment to excellent service.

The anticipated pay range for this role is $50,000-$62,000 per year.

Interested candidates should submit a resume and cover letter to hr.

Review of applications will begin the week of January 26.

• Manage the President’s complex calendar, including scheduling meetings, events, and travel.
• Coordinate meeting logistics and prepare agendas, briefing materials, and follow‑up documentation.
• Draft correspondence, track deadlines, and support special projects for the President.
• Maintain confidentiality in handling sensitive information.

• Coordinate logistics for Foundation Committee meetings, including scheduling, agendas, minutes, and materials preparation.
• Ensure timely and accurate follow‑up communications and record‑keeping for Committee activities.
• Maintain up‑to‑date contact information and engagement notes for Committee members.

• Support the Senior Manager of Development Operations with entering and maintaining donor contact information, interactions, and gifts in the donor management system (currently Bloomerang).
• Generate and send donation acknowledgement letters and receipts in coordination with Advancement leadership.
• Run basic queries and reports for events and mailings, as needed.

• Provide logistical support for donor events and stewardship activities, including mailings, RSVP tracking, and day‑of coordination.
• Liaise with external vendors (e.g., printers, caterers, photographers) and colleagues across departments to ensure high‑quality execution of advancement‑related events.

• Order supplies and manage relationships with vendors or consultants as needed for Advancement activities.
• Maintain digital and physical filing systems related to development and donor relations.
• Support the Senior Manager of Development Operations and the VP of Advancement with administrative components of grants, donations, or data‑related tasks.
• Track alumni engagement and update contact information as needed.
• Provide coverage of the front desk and main office line up to one day per week.

• Associate degree or equivalent combination of education and experience.
• 2–4 years of experience in an administrative, development, advancement, or office support role.
• Proficiency in Microsoft Office Suite (especially Word, Excel, Outlook) required.
• Experience with CRM databases (Bloomerang, Salesforce, or similar) strongly preferred.
• Excellent communication and interpersonal skills with a professional demeanor.
• Ability to multitask and manage competing priorities with attention to detail.
• Discretion and sound judgment when handling confidential matters.
• A commitment to the mission and values of Urban College of Boston.

• Bachelor’s degree.
• Experience in higher education, nonprofit, or executive office setting.
• Prior experience in a reception or front‑office role, working directly with an executive or in a customer‑facing role.

This position is a hybrid role, that may require a consistent on‑campus presence up to four days per week (Monday-Thursday), with remote work on Fridays. This model is subject to periodic review by the President. This role is 37.5 hours/week. Occasional early morning, evening, or weekend work may be required for events or special meetings.

Department:
Advancement Department and Office of the President

Reports To:

President & VP of Advancement

FLSA Status:
Non-Exempt

Location:

Urban College of Boston (2 Boylston Street, 2nd Floor, Boston, MA 02116)