Administrative Officer of Special Events

Job Title Name: Administrative Officer (Special Events), HEO- Institutional Advancement

Job ID: 30804

Location: Hunter College

Full/Part Time: Full-Time

Regular/Temporary: Regular

Position Details:

Reporting to the Vice President of Institutional Advancement and under the guidance of the President, the Administrative Officer of Special Events plays a critical leadership role in conceiving, planning, and executing high-profile events at Hunter College. With strategic oversight and wide latitude for independent initiative and judgment, this position advances the College’s fundraising, stewardship, alumni engagement, and institutional outreach efforts through a robust calendar of events and programming.

Key Responsibilities:

Strategic Planning & Donor Engagement

• Serve as a key partner to the President and Development staff in identifying, cultivating, and stewarding current and prospective donors through strategic event planning and execution.
• Plan and lead events that align with Institutional Advancement (IA) objectives and fundraising goals.

Event Leadership & Execution

• Lead, manage, and execute large-scale, campus-wide events including Presidential functions, Commencement ceremonies, annual Alumni Reunions, the Hall of Fame Awards, and fundraisers.
• Oversee public programming at Roosevelt House, collaborating with the Manager of Special Events to ensure successful, mission-aligned events.
• Develop detailed event concepts and logistical plans in collaboration with campus units, senior leadership, student organizations, and external partners.

Vendor & Operations Management

• Represent the Office of Institutional Advancement in coordinating with internal and external vendors, including facilities, catering, staging, audio-visual, security, décor, promotional items, and licensing.
• Prepare, negotiate, and manage contracts and vendor relationships, ensuring compliance with budget and operational requirements.
• Act as the on-site lead and primary liaison with the President during all major events.

Communications & Marketing

• Collaborate with Communications teams to create and implement event marketing strategies, from pre-event promotion to post-event coverage.
• Draft and oversee production of briefing memos, talking points, invitations, and VIP guest lists.

Calendar & Facility Coordination

• Manage a comprehensive calendar of campus events and develop strategic scheduling plans in alignment with academic and administrative priorities.
• Coordinate with multiple departments to align special event timelines and avoid scheduling conflicts.

Data Management & Technology

• Maintain accurate donor and event records using Raiser’s Edge and Blackbaud event modules.
• Create and execute data pulls and reports using advanced Raiser’s Edge query and export functions to generate guest lists, analyze engagement, and track follow-ups.

Budgeting & Financial Oversight

• Develop and manage the department's operating budget; track expenses, generate reports, and support data-driven decision-making.
• Monitor and reconcile event-related financials, contracts, and staffing expenditures.

Committee Leadership & Staff Supervision

• Serve as a key member of the Commencement and Convocation Committees, with responsibility for organizing VIP, student, and faculty platform participation.
• Directly supervise four full-time staff and oversee temporary and volunteer staff associated with events.
• Performs related duties as assigned.

Qualifications:

• A Bachelor’s degree and eight (8) years of related experience required.
• Demonstrated experience planning, executing, and managing in-person and virtual events for external stakeholders (e.g., donors, alumni, corporate and foundation partners).

Preferred Qualifications:

• Master’s degree in communications, public relations, nonprofit management, or a related field.
• At least 8+ years of progressively responsible experience in event planning, donor engagement, or advancement operations in a nonprofit, higher education, or cultural institution.
• Proven track record of executing high-impact events that advance fundraising and institutional goals.
• Strong project management and organizational skills, with the ability to manage multiple priorities under tight deadlines.
• Excellent communication and interpersonal skills; comfortable liaising with senior leadership, board members, major donors, and vendors.
• Experience managing event budgets, timelines, contracts, and vendor relationships.
• Familiarity with CRM platforms (e.g., Raiser's Edge NXT), Microsoft Office Suite, and event planning software (e.g., Monday.com, Asana etc).
• Knowledge of CUNY systems and donor engagement strategies preferred.

CUNY Title Overview:

As a senior staff member in a large academic or administrative department, division, or school, manages operations and administration, participates in planning and setting priorities, and oversees related projects to ensure their success.

• Works with management to create short- and long-term business plans, including operational, organization, and financial aspects.
• Works with management and others to develop and implement operating policies and procedures.
• Manages the ongoing financial, operational, and staffing activities of the department.
• Manages operating budget and performs analysis and reporting to support decision-making.
• Oversees legal, safety, fiscal, and other compliance requirements.
• Oversees facilities, technology, and materials utilized in the department, coordinating with appropriate Campus services.
• Works with other Campus or University units to coordinate and plan fund-raising, grants, marketing, communications, and outreach activities.
• Independently carries out a portfolio of responsibilities under the department's purview, such as managing committees, securing approvals, and providing communications.
• Performs related duties as assigned.

CUNY TITLE: Higher Education Officer

FLSA: Exempt

Compensation and Benefits:

Salary commensurate with education and experience, $122,357 -$141,086.

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.

CUNY is in the process of implementing salary schedule increases. Once implemented, salaries of eligible employees will be adjusted by 3.25% effective 9/1/2025 and 3.5% effective 9/1/26, in accordance with the terms of the PSC-CUNY collective bargaining agreement.

How to Apply:

Applications must be submitted online by accessing the CUNY Portal on City University of New York job website www.cuny.edu/employment or https://cuny.jobs/ and following the CUNY First job system instructions. To search for this vacancy, click on search job listings, select more options to search for CUNY jobs and enter the job opening id number.

Click on the "apply now" button and follow the application instructions. Current users of the site should access their established accounts; new users should follow the instructions to set up an account.

Please have your documents available to attach into the application before you begin. Please note that the required material must be uploaded as one document under cv/ resume (do not upload individual files for a cover letter, references, etc.). The document must be in .doc, .docx, .pdf, .rtf, or text format- and name of file should not exceed ten (10) characters – also do not use symbols (such as accents (é, è, (â, î or ô), ñ, ü, Ï, –, _ or ç)).

Incomplete applications will not be considered. Please include:

• Cover letter or statement of scholarly interests
• Curriculum vitae/ resume
• Names and contact information of 3 references

Upload all documents as one single file-- pdf format preferred.

Closing Date:

Open until filled with review of applications to begin Aug. 27, 2025.

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.