Development Records Specialist
The Division of Philanthropic & Alumni Engagement (PAE) at the University of Pittsburgh is dedicated to fostering meaningful relationships with donors, alumni, and stakeholders, supporting the University's mission in education, research, and healthcare. We invite you to become a pivotal part of our team as the Development Records Specialist.
In this role, you will serve as the integral part within PAE's Health Sciences department, reporting to the Office Manager.
Key responsibilities include:
- Accurately enter and process development gifts and pledges for UPMC and the University of Pittsburgh
- Maintain and update donor records, including biographic and demographic data, in the Affinaquest database
- Generate and distribute acknowledgment letters to donors in a timely, personalized, and professional manner
- Handle tribute gifts with care—preparing letters to honorees and their families while ensuring donors' intentions are honored
- Apply institutional policies to ensure gifts are properly recorded and documented
- Work cross-functionally with Development Officers, Finance, General Counsel, and other internal and external departments to verify gift details
- Support additional departmental projects and perform other duties as assigned
Qualifications
- Experience with data entry and CRM/database systems (Affinaquest experience a plus)
- Strong attention to detail and ability to manage sensitive donor information with discretion
- Exceptional communication skills and a service-oriented mindset
- Ability to work independently and collaboratively in a fast-paced environment
- Commitment to supporting philanthropic efforts with accuracy and integrity
Why Join Us?
- Impactful Work: Play a crucial role in supporting the University's mission.
- Collaborative Environment: Work within a supportive, innovative, and dynamic team.
- Professional Growth: Opportunities for continuous learning, professional development, and career advancement.
- Competitive Benefits: Enjoy a comprehensive benefits package, including health insurance, retirement plans, and paid time off.
Ready to make a difference? Learn more about PAE and apply today.
Join us in shaping the future of education, research, and healthcare at the University of Pittsburgh!
Job Summary
Supports Planned Giving by researching, analyzing, and processing gifts and pledges. Identifies philanthropic gifts, prepares campaign pledge reminders, and assists in managing funds received.
Essential Functions
- Review and analyze gift and pledge source data, including complex or unique scenarios requiring further validation or follow-up.
- Identify and recommend follow-up actions and apply appropriate policies for accurate recording, receipting, and acknowledgment of each gift or pledge.
- Reconcile and proofread entries before finalizing gift or pledge batches for processing in the database.
- Collaborate with donors, development officers, General Counsel, Finance, and internal/external departments to collect or confirm necessary details for complex gift or pledge entry in the Affinaquest system.
- Prepare tribute notifications and acknowledgment letters for honorees and their families, ensuring timely and sensitive communication that reflects donor intent.
- Coordinate with Development to ensure all tribute gifts are documented and acknowledged with care and accuracy.
- Accurately enter UPMC and University of Pittsburgh development gifts, process biographic/demographic updates, handle credit card transactions, prepare deposits, and address donor inquiries. Gift entry training will be provided.
- Build and maintain relationships with departmental contacts; communicate department needs to ensure complete, accurate data and support team success.
- Support team initiatives by participating in departmental projects and other duties as assigned by the supervisor or Director.
Physical Effort
Light - Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.
The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.
The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.
Assignment Category: Full-time regular
Job Classification: Staff.Gift & Pledge Coordinator
Job Family: Philanthropy & Engagement
Job Sub Family: Donor Relations & Stewardship
Campus: Pittsburgh
Minimum Education Level Required: High School Diploma/GED
Minimum Years of Experience Required: 1
Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.
Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m.
Work Arrangement: Monday - Friday, 8:30 a.m. - 5:00 p.m.
Hiring Range: $37,182.00-$55,773.00 Annually
Relocation_Offered: No
Visa Sponsorship Provided: No
Background Check: For position finalists, employment with the University will require successful completion of a background check
Child Protection Clearances: Not Applicable
Required Documents: Resume
Optional Documents: Not Applicable
Equal employment opportunity, including veterans and individuals with disabilities.
PI274664103
