Records & Gifts Specialist

Apply now Job no: 492904
Work type: Staff (Full-Time)
Location: Winter Park, FL
Categories: Advancement Services
Division: Institutional Advancement

FLSA Status:


Service Months:


Position Summary:

Coordinates, researches, and performs updates to the Advancement Division constituent database. Assists the Gifts Manager in coordinating and performing the College-wide processing of gifts, pledges, and planned gifts. Reports to the Director of Advancement Systems. 

Primary responsibilities include:
Project Management
  • Responsible for oversight and integrity of database standards and data entry - including student employees with data update privileges.
  • Responsible for recruitment, hiring, training, management, and review of student employees within records area.
  • Provides user feedback for Information Technology collaboration data automation projects.
  • Training of new employees and/or temporary staffing on data standards and software use.
Data and Records Processing
  • Thorough knowledge of the database software, including forms and fields, for records maintenance and updates.
  • Recommends standards for data maintenance policies and procedures.
  • Maintains biographical data records accurately.
  • Create and assign validation codes within Banner as needed (e.g. activity codes).
  • Review information received by the Advancement Services office to verify the reliability of the data and its source.
  • Record updated information in the appropriate portion of the constituent record and review related portions of the record to determine if further changes or research will be necessary.
  • Proactively search for new biographical data using Internet-based search sites, various written and electronic media, professional directories, and telephone inquiries.
  • Work in conjunction with various divisions of the College to obtain data on College-related activities.
  • Create records in the database for new constituents and organizations; create appropriate links as needed.
  • Identify the existence of any duplicate records within the database and forward to Information Technology.
  • Maintain data procedures manual.
  • Download/pull reports to support data entry.
  • Perform related duties, as assigned.
Gift Processing
  • Serves as the back up to Gift Manager with primary support during absence or high-volume time periods. (Activities may consist of recording each commitment, pledge payment, and outright gift to the CRM system; defining contributions by gift type, giving vehicle, designation, and campaign; processing all gifts on the same day received; and updating biographical information that arrives with gift/pledge backup.)
  • Evaluate situations that involve either an omission or a discrepancy in information, provide analysis based on research, and make recommendations to the Director of Advancement Services.
  • Prepare gift receipts and ensure that receipts are mailed per standards.
  • Create constituent records in the database for new donors to the College, including new matching gift entities, and creates appropriate links between records as needed.
  • Support the Gifts Manager as necessary with the administration of the matching gift program.
  • As needed, scan gift deposit information to network drive when received and notifies various staff when available.
  • Perform other gift-processing or related activities, as assigned.

Minimum Qualifications:


  • High school education plus one year of additional higher education or equivalent combination of education and experience is required.
  • Requires 2-3 years of job-related experience.
  • Proficient in Ellucian Banner or similar CRM information system required.
  • Proficient in MS Office products, specifically Word and Excel.
  • Ability to maintain confidential information updating files and records with a high degree of accuracy.
  • Strong organizational and analytical skills; detail-oriented; ability to set priorities and manage time effectively in a deadline-driven environment.
  • Ability to track multiple projects with differing priorities and deadlines, to manage and track student/temporary staffing projects.
  • Strong verbal and written communication skills; thorough knowledge of business English, spelling, and grammar.
  • Working knowledge of basic accounting principles and financial terms is preferred.
  • Experience in higher education or related field (e.g. not-for-profit institution) is preferred.
  • Strong interpersonal skills; ability to work well with all constituents.
  • Work effectively in a team environment where information and ideas are shared. 
  • Willing to assist other team members, as needed, and to embrace the Rollins Service Excellence Standards.
  • Strong working knowledge of computer technology and standard office equipment, including scanner. Proficient with word processing, spreadsheet, and database software.  MS Word and Excel preferred.

Work Environment

  • Office environment that is multi-task oriented and team-driven. Working hours are 8:30 am – 5 pm with an hour for lunch.
  • Overtime or alternative hours may be required as needed on an exception basis (examples include year-end gift processing, alumni weekend and campaign events).

Special Instructions to Applicants:

To apply, please submit an application and upload the following materials:

  1. Cover Letter
  2. Resume

Screening of applications will begin immediately.

Rollins offers a competitive hourly rate and generous benefits package featuring comprehensive health insurance coverage, generous paid time off, retirement savings plan with generous employer contribution, full tuition waiver after one year for employees, spouses, domestic partners and dependents.

Our Values:


Rollins seeks to foster and to model a campus environment that is welcoming, safe, and inclusive to all of our administrators, faculty, staff, and students. We view differences (e.g. nationality, race, gender, age, sexual orientation, socioeconomic class, physical ability, learning styles, perspectives, etc.) not as obstacles to be overcome but as rich opportunities for understanding, learning, and growth.

Through its mission, Rollins College is firmly committed to creating a just community that embraces multiculturalism; persons from historically under-represented minority groups are therefore encouraged to apply. Rollins does not discriminate on the basis of sex, disability, race, age, religion, color, national or ethnic origin, ancestry, marital status, veteran status, sexual orientation, gender identity, gender expression, genetic information, physical characteristics, or any other category protected by federal, state, or local law, in its educational programs and activities. 

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Work type


Institutional Advancement