Records Specialist

USF Advancement connects the university with donors who want to make a difference by providing philanthropic support to promote student success, research, academic excellence and other strategic priorities. With an endowment that now exceeds $700 million in value, our dedicated team of approximately 200 professionals, including 60 fundraisers, encompasses alumni, development and foundation operations. The team is responsible for raising more than $150 million annually and has broken records year after year with more than $184 million raised in fiscal year 2025.

This position, as a member of the Central Records staff in the Division of University Advancement, is responsible for biographic data maintenance of all records in Ellucian CRM Advance as well as independently reviewing, researching, and recording all gifts and pledges donated to the USF Foundation using specialized duties that include clerical, accounting, and donor relations skills. This position requires in depth knowledge of USF policies of the rules for gift acceptance and requisite knowledge of the Ellucian CRM Advance System.

The position requires attention to detail and high degree of accuracy as well as adherence to the business processes that govern the entry of gift data. Sound judgment and discretion is required in all facets of this position's daily activities as related to donor confidentiality and record accuracy. Central Records staff cross-train on all Central Records Department functions.

Employees of USF Advancement live out the values of responsibility, innovation, service, and excellence in each of its highly collaborative departments. We use trusted data and ethical AI to enhance decision-making, strengthen engagement, and enable our teams to focus on what matters most: relationships and impact.

Reviews, approves, and processes gifts, pledges, and pledge payments for current and future commitments to the USF Foundation. Autonomously researches and verifies data completeness for all gift, pledge and pledge functions. Reconciles and balances deposits for completeness and accuracy. Maintains accurate receipt and batch journals. Investigates discrepancies and incomplete items. Follows CASE guidelines and IRS tax-deductibility rules. Reviews past due pledges and writes off outstanding pledges writes off outstanding pledge balances.

Must maintain strict confidentiality.

Completes projects and updates related to biographic data maintenance and gift and pledge processing as assigned by Director of Central Records. Creates reference documentation of how to handle tasks in a timely manner (right after each task is learned).

Manages the following tasks: pick up and delivery of deposits from and to the Foundation Business Office; verify and prepare daily receipts to bemailed; research and update addresses for returned mail; and handling, scanning, logging, filing and storing of deposits.

Cross-trains on other tasks related to biographic data maintenance and gift and pledge processing in order to learn and handle when teammates are out-of-office.

Performs other duties as assigned.

This position requires a High School diploma or equivalent with three years of work experience in positions with fiscal support duties. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis. Associate's degree and four years fiscal support related experience; or, six years directly related administrative experience is preferred.

• Degree Equivalency Clause:
  Four years of direct experience for a bachelor’s degree.
• Senate Bill 1310
  - The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility…