Records Specialist

Position Summary: The Records Specialist works as a member of the Advancement division team at the University of Dayton. The position is responsible for maintaining accurate and consistent data in a relational database management system in accordance with established policies and procedures. This includes collecting, reviewing, researching, interpreting, verifying and entering information from a variety of sources using a variety of techniques as well as personal judgment. The Records Specialist is responsible for the thorough, accurate and timely maintenance of biographical data to meet the needs of donors and facilitate the work of colleagues.
The position interacts directly with constituents (such as alumni and major donors) by phone, email and mail and makes necessary updates to constituent records, such as address changes, demographic information and relationship links. At all times, the Records Specialist ensures that the needs of the customer (internal or external) are balanced with the administrative requirements of the University and any applicable legislation.
This position is responsible for critical business functions including, but not limited to, constituent data verification, entry and management, gift processing related duties, electronic document imaging, and proactive acquisition of constituent data. The position will cross train to assure that critical functions of the department are covered at all times and team members can receive backup during peak times, vacation, or illness. The Records Specialist provides assistance with database integrity and maintenance and serves as an active member of the Advancement Records team, contributing to the refinement of processes and procedures. 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

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 Raiser’s Edge, Affinaquest or other fundraising software
• 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

Special Instructions to Applicants:

A federal court on December 7, 2021, issued a ruling that suspends the COVID-19 vaccine requirement that applies to federal contractors nationwide. With this development, the University will pause any enforcement action against employees who have not complied with the requirement to be fully vaccinated by Dec. 8, 2021 or to have requested an exemption to maintain their employment status.

The University will continue to monitor the state of the pandemic on campus and in the community as well as developments in federal and state requirements, and also will continue to regularly consult with public health officials and our medical panel. As has been the case throughout the pandemic, our protocols and requirements are subject to change depending on conditions on campus or in our community, and government requirements.

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, females, protected veterans, individuals with disabilities, or on the basis of sexual orientation or gender identity.