What are the responsibilities and job description for the Administrative and Special Events Coordinator position at Cleveland Sight Center?
Position Overview
Under the supervision of the Manager of Data Reporting and Grants, The Administrative and Special Events Coordinator serves as the primary administrative and operational support resource for the Development and Marketing team. This role acts as the department’s gatekeeper, managing incoming inquiries through the organization’s general email account, directing requests appropriately, and ensuring timely communication and follow-up. The Administrative and Special Events Coordinator provides essential coordination and administrative support to advance fundraising, grant management, donor relations, marketing initiatives, and departmental operations.
This position also serves as a key point of contact for special event logistics and coordination, supporting event planning, vendor and stakeholder communication, scheduling, registration management, and on-site operational needs to ensure successful fundraising and community engagement events. The Administrative and Special Events Coordinator collaborates across departments to support organizational goals and strengthen community impact.
Essential Functions
Administrative & Operational Support
- Serve as the first point of contact for the department by monitoring and responding to general agency inquiries.
- Route communications, requests, and inquiries to the appropriate staff members in a timely and professional manner.
- Maintain departmental calendars, schedules, meeting coordination, and administrative records.
- Serve as note taker at departmental and other general meetings as needed.
- Prepare correspondence, meeting agendas, and presentations.
- Assist with maintaining organized electronic and physical filing systems.
- Manage Race Roster database and Raisers Edge integration during event season.
- Process all donations through Raisers Edge database and ensure prompt donor acknowledgment (within 48 hours) of all donations.
- Support departments with fee-enabled event registration forms.
Fundraising, Grants, and Donor Support
- Provide administrative support for fundraising campaigns, donor engagement activities, and grant management processes.
- Manage donor database updates, gift acknowledgements, and record maintenance.
- Coordinate mailings, communications, and stewardship activities for donors and stakeholders as needed.
Marketing & Communications Support
- Collaborate closely with the marketing team on related marketing initiatives and communications.
- Support distribution of marketing materials and community outreach activities.
- Coordinate timelines and communication between internal departments and external partners.
Special Events Coordination
- Serves as point person on behalf of CSC with management company for coordination of White Cane Walk.
- Lead creation, in cooperation with the marketing team, for event sponsorship packages.
- Manage and negotiate sponsorship agreements and ensure deliverables are met in cooperation with the marketing team.
- Support planning and execution of fundraising events, community outreach events, and departmental activities.
- Coordinate or assist with on-site event logistics and with scheduling, vendor communication, registrations, venue preparation, materials management, and follow-up activities.
- Maintain event records, attendance tracking, and post-event documentation.
- Work in partnership with the Volunteer and External Relations Coordinator to identify volunteer needs for special events.
Collaboration & Compliance
- Collaborate with staff across departments to support organizational initiatives and community impact goals.
- Maintain confidentiality of donor, organizational, and client information.
- Perform other related duties as assigned.
Knowledge, Skills, and Abilities
- Strong attention to detail and problem-solving abilities.
- Ability to maintain confidentiality and exercise sound judgment.
- Ability to manage competing priorities in a fast-paced environment.
- Strong interpersonal and communication skills with diverse stakeholders.
- Commitment to the organization’s mission and community impact.
Qualifications
- Minimum of 2 years of administrative, nonprofit, fundraising, marketing, or event coordination experience preferred.
- Strong organizational skills with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite and Raiser’s Edge (database management systems).
- Ability to work independently while maintaining strong collaboration with team members.
- Professional demeanor with strong customer service and relationship-building skills.
- Experience coordinating events or special projects preferred.
Education
- Associate degree in business administration, communications, nonprofit management, marketing, or related field preferred; equivalent experience may be considered.