Coordinator, Advancement Records - 008542

Posting Details

Position Information

Position Number 008542 Position Title Coordinator, Advancement Records - 008542 Division Development and Alumni Relations Department 130600 - Advancement Services Minimum Qualifications

Bachelor'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 Qualifications Job Description Summary

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

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.

Posting Information

Number of Vacancies 1 Position End Date (if temporary) Job Open Date 07/16/2026 Job Close Date Open Until Filled Yes Special Instructions to Applicants Working Days Monday - Friday Working Hours 8:00 a.m. - 5:00 p.m. Job Location Main Campus Full-time or Part-Time Full Time Regular or Temporary Regular

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

• LinkedIn

• Zip Recruiter

• Indeed

• HigherEd Jobs

• Alabama Career Center / Alabama Works

• Facebook

• Word of mouth

• Other

Applicant Documents

Required Documents

Optional Documents

• Resume
• Cover Letter