Operations Coordinator

Job Title

Operations Coordinator

FLSA Classification

Nonexempt

Department

Operations

Reports to

Operations Manager

• -

Job Summary

The Operations Coordinator provides flexible, high-impact support to the Operations, Strategic Engagement, and Development teams. This is a vital role responsible for ensuring smooth daily operations, managing communications, and executing administrative tasks to increase the overall efficiency of multiple departments.

Essential functions

• Act as the first point of contact for greeting visitors, answering the main phone line, and directing calls and inquiries.
• Manage office supplies inventory, kitchen stock, and place replenishment orders as needed.
• Handle all incoming and outgoing mail and packages, ensuring timely distribution to staff.
• Maintain clean, organized, and fully stocked in common areas, including supply rooms and conference rooms.
• Work with the Operations Manager to support positive employee engagement by assisting in coordinating monthly birthday/anniversary breakfasts and purchasing birthday and anniversary gifts.
• Assist the Operations Manager to complete the new hire onboarding process when needed.
• Oversee end-to-end travel arrangements for or the Vice Chancellor, Executive Director of Cambridge, and various Board Members ensuring seamless execution of high-priority trips through meticulous planning of flights, accommodations, and ground transportation.
• Prepare and format internal and external presentation decks, reports, and meeting agendas.
• Schedule and coordinate complex meetings and appointments for team members, manage multiple calendars, and send confirmations.
• Order Cambridge branded items and gifts for donors.
• Manage team-specific contact lists and databases to ensure information is current.
• Assist with donor acknowledgement processes, including preparing mail merges, printing letters, and coordinating mass mailings.
• Handle returned mail by processing records updates and tracking returns for constituent address management.
• Digital records maintenance including entering new contacts into database, and confirming biographic, employment, education, and contact information for existing contacts.
• Assist with records retention, including annual review of donation records and prospect files.

Competencies

• Proven experience in an administrative or office support role.
• Exceptional organizational and time management skills with an ability to multitask.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook), Zoom, and Teams.
• Strong verbal and written communication skills.
• A proactive, professional, and adaptable approach to supporting diverse team needs.

Other duties

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Work environment

• Ability to work in an open area with background noise.

Required education and experience

• Bachelor's degree

Salary

• The salary for this position is $50,000 - $60,000 per annum.
• CAm is currently operating on a hybrid schedule requiring at least three days working in the office each week.

To Apply

• Please include a cover letter and resume. Applications without cover letters will not be reviewed.

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Cambridge in America

From its location in New York City, Cambridge in America (CAm) promotes interest in and support for the University of Cambridge (UK) and its constituent Colleges among alumni and friends in the United States and in the Americas.

Cambridge in America runs alumni and development programs aimed at showcasing the best of Cambridge, working in partnership with University and College leadership. A historic institution of higher education in the United Kingdom, Cambridge consistently ranks among the very top research universities worldwide, with more than 20,000 students from all walks of life and all corners of the world, nearly 12,500 staff, 31 Colleges and 150 Departments, Faculties, Schools, and other institutions. Sustaining a university of this caliber demands continual investment, therefore fundraising efforts and innovative partnerships are vital and an essential element of the work of Cambridge in America. During the last five years, more than $520 million has been raised by Cambridge in America.

Cambridge in America will oversee all fundraising in North America for an emerging multi-billion-dollar campaign that is expected to launch in 2027.

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Affirmative Action/EEO statement

CAm is an Equal Opportunity Employer and is committed to complying with all federal, state and local equal employment opportunity (“EEO”) laws. CAm prohibits discrimination against employees and applicants for employment because of the individual’s race or color,religion or creed, alienage or citizenship status, sex (including pregnancy), national origin,age, sexual orientation, gender identity or expression, disability, marital status, familial status, domestic partnership status, genetic information or predisposing genetic characteristics, military status, domestic violence victim status, arrest or pre-employment conviction record, or any other characteristic protected by law.