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

• 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