Coordinator, Records

Coordinator, Advancement Records

The University of South Alabama's department of Advancement Services is seeking to hire a Coordinator, Advancement Records. Interested candidates should apply to be considered.

Essential Functions - Executes end-to-end processing of charitable and non-charitable gifts, pledges, and memberships across multiple university entity to include interpreting complex legal instruments-such as gift agreements, trust documents, and grant letters-to ensure accurate financial categorization and adherence to CASE and institutional standards. Manages high-volume gift batches, executes financial imports and postings into systems like Banner Finance, and reconciles daily and monthly records to ensure the integrity of fundraising metrics and university deposits.

Acting as a primary steward of the Raiser's Edge database, maintains comprehensive biographical and gift records for alumni, donors, and prospects. Responsible for auditing files, resolving data discrepancies, adhering to complex file retention policies, ensuring all constituent data is captured accurately, research is conducted to validate donor information, and sensitive documentation is maintained in strict accordance with confidentiality protocols. Serves as a critical professional liaison between University Leadership, high-level donors, and development officers.

Interprets policies and resolves complex inquiries regarding gift Intentions and donor contact information. Ensures that donor intent is accurately captured and honored throughout the gift lifecycle, manages the issuance of official tax receipts, and coordinates with internal departments to facilitate solicitation tracking and pledge fulfillment. Interprets complex legal documents like gift agreements and trust documents for accurate recording in the donor.

Responsible for gift services to include administration of third-party matching gift requests, building relationship profiles, completing continual database maintenance and data integrity projects. Manages electronic donor files and complex file retention policies, ensuring all sensitive and confidential documentation is handled according to Institutional protocol. Regular and prompt attendance. Ability to work schedule as defined and overtime as required. Related duties as required.