Records Specialist


Education and Training

Advert ID




Job Type




Salary Range

Based on Experience

No. of Openings


Branch Information

Dayton, OH - South - (USA) 9480 North Springboro Pike OH Miamisburg , OH 45342 Phone : 937-435-3768



Job Description

Compile records, sort and shelve books, and issue and receive library materials such as pictures, cards, slides and microfilm. Locate library materials for loan and replace material in shelving area, stacks, or files according to identification number and title. Register patrons to permit them to borrow books, periodicals, and other library materials.

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:

* 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