| Position Summary: |
The University of Dayton is a top-tier Catholic, Marianist research university with academic offerings from the undergraduate to the doctoral levels. Our mission is to educate the whole person and link learning and scholarship with leadership and service. University Advancement promotes a culture of philanthropy, volunteer engagement and lifelong relationships in support of the University’s mission. We are growing our exceptional team of passionate, mission-driven Advancement professionals, looking for a Records Specialist who will support the fundraising and engagement efforts as part of the Advancement Services team. Apply today!
The Records Specialist is responsible for a variety of projects and tasks related to maintaining accurate and consistent data in the University Advancement database management system in accordance with established policies and procedures. This includes, but is not limited to:
• Accurately and efficiently researches, interprets, reviews, verifies, and enters biographical information from diverse sources, such as mail, email, phone calls and obituaries.
• Provides support to internal staff and external stakeholders (e.g., donors, alumni) through phone, email, and mail, facilitating updates to their personal information such as addresses, email addresses, and phone numbers.
• Conducts monthly reconciliation (gifts and revenue) of Advancement events by synthesizing data from diverse sources (like the general ledger and the Advancement database), collaborating with colleagues to ensure accuracy and completeness.
• Provides support to the gift entry team during peak seasons, such as calendar year-end and the University’s annual giving day.
• Identifies and recommends changes to streamline processes and ensure greater efficiency, coordination, and consistency in data acquisition through all data sources.
• Assists in maintaining data accuracy and integrity through the use of data quality control techniques, analyzing results, and making necessary corrections. Proactively identifies opportunities for revisions and new audits, applying sound judgment to determine the best data verification methods for each situation.
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| Minimum Qualifications: |
• Minimum high school diploma or equivalent and three (3) years of business experience.
• Experience with data entry
• Exceptional attention to detail and accuracy
• Aptitude for technology and varied software applications
• Strong working knowledge of MS Excel
• Sound judgment, decision-making and analytical skills
• Solid interpersonal, written and verbal communication skills
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| Preferred Qualifications: |
While not everyone may possess all of the preferred qualifications, the ideal candidate will bring many of the following:
• Three (3) years of experience in a not-for-profit environment
• Knowledge of Affinaquest, SalesForce or other fundraising software
• Knowledge/understanding of Banner
• Experience with data management
• Organizational skills
• Competent proofreading skills for grammatical, typographical and spelling errors
• Time management skills with ability to multi-task and consistently meet deadlines in an opportunity driven, fast-paced and changing environment
• Aptitude for problem solving and process analysis
• Strong customer service skills
• Interpersonal skills to work collaboratively with senior management, colleagues and donors
• Ability to apply an ethical code and handle confidential information with sensitivity and discretion
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| Closing Statement: |
Informed by its Catholic and Marianist mission, the University is committed to the principles of diversity, equity, and inclusion. Informed by this commitment, we seek to increase diversity, achieve equitable outcomes, and model inclusion across our campus community. As an Affirmative Action and Equal Opportunity Employer, we will not discriminate against minorities, women, protected veterans, individuals with disabilities, or on the basis of age, race, color, national origin, religion, sex, sexual orientation or gender identity.
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