Advancement Records Specialist

The Advancement Records Specialist enters, maintains, and ensures the accuracy and integrity of Advancement data. Records biographic and gift information in the Slate fundraising database in an accurate and timely manner. Communicates with internal staff and external constituents of the college (alumni, parents and friends) about biographic and gift information as needed. Using on-line resources, searches for current contact information and other biographic data.

This is a .75 FTE position with a hybrid onsite schedule. This position could work 4 days a week or 5 days a week with shortened hours. This position is required to be in office Fridays. 

About The Department:
The Advancement team—comprising Communications and Marketing, Development, Engagement, and Advancement Operations—is committed to driving Macalester’s mission forward by ensuring clear, campus-wide communication, creating meaningful opportunities for alumni and friends to participate in the life of the college, and building relationships with donors to secure financial support that aligns with both the college’s mission and the donors’ philanthropic goals. We do so grounded in anti-racism, equity, and social justice, and with a commitment to creating positive social and economic change.

The Records Specialist is part of the Advancement Operations department, and is a member of the Business Intelligence team responsible for managing donor, alumni, parent, and friend data.

Gift Processing

• Records gift and pledge information into the Slate fundraising database accurately and within established turnaround times, both manually and via upload processes. Deposits gifts made by check electronically through Remote Deposit Capture. Maintains copies of pledge and gift documentation according to departmental standards.

Record Management

• Creates, reviews, and maintains records related to Macalester alumni, students, parents, faculty and staff, donors, event attendees, and other constituents in Slate database. Adheres to all data entry standards and protocols. Makes critical, informed decisions about all incoming updates to ensure data integrity. Responds efficiently and accurately to all incoming requests for data changes from Advancement Staff, Annual Fund phoning and academic departments. Performs all updates in a timely and accurate manner.
• Conducts research of alumni status, phone, address and econtact information using subscribed to on-line resources such as USPS, Nexis Lexis, Accurint, Obituary Register as well as other free Internet resources.
• Provides sensitive, responsive customer service to internal and external constituents with requests for database updates or questions related to gift and biographic records.

• High school diploma required
• At least 1 year experience performing data entry in an environment requiring a high degree of accuracy, preferably in a nonprofit fundraising environment
• Proficiency in Slate fundraising software or similar Customer Relationship Management (CRM) system preferred. Basic competency on Windows-based PC, including MS Word, Excel. Facility with internet search and various web applications
• Ability to determine proper coding for gifts and records based on knowledge of business rules, tax law, and information provided by donors and/or staff
• Understanding of basic accounting and gift processing principles
• Ability to communicate with staff and constituents with a customer service orientation and an understanding of equity and inclusion principles
• Experience working with financial data

Compensation:

The hourly wage for this position will be $24.64 - $25.75 depending on experience.

Benefits: 

At Macalester, we are proud to offer excellent comprehensive employee benefits. Here are some highlights:

• 10% employer contributions to the retirement plan. 

• Outstanding vacation and sick time packages, plus an additional 10 holidays.

• Generous employer contribution to Health Savings Account.

• Tuition assistance which pays between 75% - 100% of eligible tuition for employee dependents at select institutions.

• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.

• Access to the athletics fitness facility, wellness coaching, and activities.

These are just some of the great benefits Macalester has to offer! To see our full benefits packages and options, please visit our Benefits Page.

Satisfactory completion of a criminal background check is a condition of employment.

Application Guidelines:

For best consideration, please submit your cover letter and resume through the Macalester Employment Opportunities webpage by end of day January 30th. No applications will be received after this date.

Jaclyn Howard

Talent Acquisition Manager

jhoward3@Macalester.edu

Founded in 1874, Macalester College provides students with the inspiration, insight, and experience to become successful and ethical leaders. Located in flourishing St. Paul, Minnesota, Macalester enrolls over 2,000 students from across the country and around the world. Macalester is a preeminent liberal arts college recognized for its student service and celebration of internationalism.

At Macalester, we look at our employees through a whole-person, holistic lens. With comprehensive benefits and well-being programs, we provide and enable our community members to grow and care for themselves, their families, and one another. Our whole-hearted fidelity to community-building and social justice exemplify these ideals.  Macalester College continuously prioritizes a culturally diverse and pluralistic community. We value individuals of all backgrounds and lived experiences. 

Our rich blend of people holding varied identities enhances our strong commitment to multiculturalism and global citizenship. We seek candidates who reflect and strengthen our campus environment. Macalester invites and encourages everyone to apply who would add depth to our community including those from all sexual orientations, races, ethnicities, national origins, genders, religions, abilities, and ages.