What are the responsibilities and job description for the Records Specialist position at Davis Center for Portfolio Management - University of Dayton?
Apply now Job No: 503108
Work Type: Staff Full Time (1500 hours or greater)
Location: Dayton, OH
Category: University Staff
Department: Records Mgmt - 300530
Pay Grade: 8 - Non Exempt
Advertised: September 29, 2025
Applications close: October 14, 2025
Position Summary
The University of Dayton is a top-tier Catholic, Marianist research university with academic offerings from the undergraduate to the doctoral levels. Our mission is to educate the whole person and link learning and scholarship with leadership and service. University Advancement promotes a culture of philanthropy, volunteer engagement and lifelong relationships in support of the University’s mission. We are growing our exceptional team of passionate, mission-driven Advancement professionals, looking for Records Specialist who will support the fundraising and engagement efforts as part of the Advancement Services team.
Reporting to the Assistant Director of Records, this position holds responsibility for the daily process of donations for the University of Dayton,
Responsibilities Include, But Are Not Limited To
While not everyone may possess all of the preferred qualifications, the ideal candidate will bring many of the following:
To apply please submit a cover letter addressing each minimum qualification and any applicable preferred qualifications that you meet.
Applicants must be currently authorized to work in the United States on a full-time basis. The University does not provide work visa sponsorship for this position.
Closing Statement
Informed by its Catholic and Marianist mission, the University is committed to the dignity of every human being. Informed by this commitment, we seek to increase diversity in all of its forms, achieve fair outcomes, and model inclusion across our campus community. The University is committed to policies of affirmative action designed to increase the employment opportunities of individuals with disabilities and protected veterans in compliance with the Rehabilitation Act of 1973 and Vietnam Era Veterans' Readjustment Assistance Act of 1973.
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Work Type: Staff Full Time (1500 hours or greater)
Location: Dayton, OH
Category: University Staff
Department: Records Mgmt - 300530
Pay Grade: 8 - Non Exempt
Advertised: September 29, 2025
Applications close: October 14, 2025
Position Summary
The University of Dayton is a top-tier Catholic, Marianist research university with academic offerings from the undergraduate to the doctoral levels. Our mission is to educate the whole person and link learning and scholarship with leadership and service. University Advancement promotes a culture of philanthropy, volunteer engagement and lifelong relationships in support of the University’s mission. We are growing our exceptional team of passionate, mission-driven Advancement professionals, looking for Records Specialist who will support the fundraising and engagement efforts as part of the Advancement Services team.
Reporting to the Assistant Director of Records, this position holds responsibility for the daily process of donations for the University of Dayton,
Responsibilities Include, But Are Not Limited To
- Process diverse forms of university donations, including but not limited to checks, credit cards, payroll deductions, wire transfers, cash and stock contributions. This involves executing remote deposits for checks and managing in-person cash deposits.
- Manage payroll deductions, ensuring accurate and timely communication of all necessary adjustments to the respective campus offices.
- Perform daily reconciliation of gift entry totals against deposits in the CRM.
- Maintain the integrity of constituent biographical data by processing updates from various sources, ensuring strict adherence to established data entry and maintenance policies and procedures.
- Act as the primary point of contact for all matching gift inquiries and processes. This includes approving and submitting necessary documentation to secure matching gifts and accurately recording corresponding pledges and payments within the CRM upon receipt.
- Generate and manage all university tax receipts, ensuring compliance with IRS guidelines and internal procedures, including personalized annotations for memorials and honorariums. This includes meticulous review and editing of all outgoing files.
- Proactively identify and resolve operational inefficiencies, developing and implementing new processes and procedures to enhance overall departmental effectiveness.
- Manage and process event registrations
- Minimum high school degree or equivalent.
- Three years of data entry experience.
- Knowledge and proficiency with the use of Windows and general MS Office applications (Word and Excel).
- Highly detail oriented with a critical degree of accuracy regarding data entry and analysis.
- Previous nonprofit fundraising gift processing experience using Salesforce Affinaquest or another database.
While not everyone may possess all of the preferred qualifications, the ideal candidate will bring many of the following:
- Works well in a team environment.
- Strong interpersonal skills.
- Excellent writing/verbal communication, with accurate spelling, punctuation and grammar, and proofreading skills.
- Must handle confidential information appropriately.
- Critical and analytical thinking are essential skills are essential for this position.
To apply please submit a cover letter addressing each minimum qualification and any applicable preferred qualifications that you meet.
Applicants must be currently authorized to work in the United States on a full-time basis. The University does not provide work visa sponsorship for this position.
Closing Statement
Informed by its Catholic and Marianist mission, the University is committed to the dignity of every human being. Informed by this commitment, we seek to increase diversity in all of its forms, achieve fair outcomes, and model inclusion across our campus community. The University is committed to policies of affirmative action designed to increase the employment opportunities of individuals with disabilities and protected veterans in compliance with the Rehabilitation Act of 1973 and Vietnam Era Veterans' Readjustment Assistance Act of 1973.
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