Posting Details
Position Information Position Number008542Position TitleCoordinator, Advancement Records - 008542DivisionDevelopment and Alumni RelationsDepartment130600 - Advancement ServicesMinimum QualificationsBachelor’s degree in a related field from an accredited institution as approved and accepted by the University of South Alabama and one year of directly related experience. An equivalent combination of education and experience may be considered.Preferred QualificationsJob Description SummaryThe 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 These are the job duties required of the position.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.
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Are you at least 18 years of age?
- Yes
- No
- * Do you have a legal right to work in the United States?
- Yes
- No
- * The University of South Alabama typically does not sponsor individuals for staff positions. Will you now or in the future require sponsorship for employment visa status?
- Yes
- No
- * What is the highest level of education you have completed?
- Less than High School
- High School Diploma or equivalent
- Associates Degree
- Bachelors Degree (or will obtain within 6 months)
- Masters Degree (or will obtain within 6 months)
- Terminal Degree (or will obtain within 6 months)
- * How many years of related experience do you have?
- Less than 1 year
- Between 1 - 3 years
- Between 3 - 5 years
- Between 5 - 7 years
- More than 7 years
- * How did you hear about this position?
- USA website
- Zip Recruiter
- Indeed
- HigherEd Jobs
- Alabama Career Center / Alabama Works
- Word of mouth
- Other
Applicant Documents
Required DocumentsOptional Documents- Resume
- Cover Letter
The University of South Alabama is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. If you feel you have been discriminated against, please notify the Equal Employment Opportunity Investigator or the Associate Vice President, Finance and Administration/CHRO.
EO Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.
Annual Security and Fire Safety Report
The University of South Alabama publishes certain crime statistics for the most recent three-year period as required by the Jeanne Clery Act. The Annual Security and Fire Safety Report is required by federal law and contains policy statements and crime statistics for the school. The report, along with additional information, is available online at: http://www.southalabama.edu/departments/police/resources/fireandsafetyr…. You may also request a paper copy from the University Police office located at 290 Stadium Blvd, Beta Gamma Commons Building, Mobile, AL 36688.
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