"Records Specialist"

Records Specialist

The Oswego Alumni Association, Inc., located at SUNY Oswego, invites applications for a full-time Records Specialist. While this position is located on the campus of SUNY Oswego, this is an Oswego Alumni Association, Inc., position, NOT a New York State position. The Oswego Alumni Association, Inc. supports and adheres to the mission and vision of SUNY Oswego.

Posting Date: November 6, 2025

Review Date: Review of applications will begin immediately and will continue until the position is filled.

Salary: $51,500/year. Commensurate with qualifications and experience. The Oswego Alumni Association provides an excellent benefits package including vacation and sick time, medical insurance and retirement contributions.

Date of Appointment: As soon as possible

Description of Responsibilities:

The Records Specialist plays a vital role in maintaining the accuracy and integrity of donor and constituent data within the University Advancement Division. This position is responsible for the precise entry and management of gifts and pledges, as well as data reporting and maintenance within the division's CRM system. The Records Specialist supports the university's fundraising, stewardship, and engagement efforts by ensuring that all Advancement data is reliable, timely, and well-documented.

Key Responsibilities

Gift Entry & Pledge Management

• Accurately enter all gifts and pledges into the Advancement CRM system.
• Ensure pledge payments are applied correctly, and gifts are matched to the correct donor and/or spouse.
• Apply appropriate source codes, amounts, soft credits, and designations.
• Balance and reconcile gift batches to ensure data integrity.
• Partner with the Annual Fund team to ensure timely processing and donor follow-up.
• Create and manage tribute gifts as needed.
• Develop and maintain detailed procedures for gift entry.
• Review and verify undesignated gifts prior to entry.

Constituent Record Management

• Create new constituent records and maintain accurate biographical data for existing records.
• Oversee the accuracy and relationship mapping of corporate, foundation, and matching gift records.
• Serve as the subject matter expert for these constituent types within the CRM.

Reporting, Training, & System Support

• Build and customize CRM reports and lists.
• Provide data analysis and reporting as assigned.
• Deliver staff training on CRM functions, searches, reporting tools, and data best practices.

CRM Conversion

• Serve on the CRM conversion team as University Advancement transitions from ThankQ to Slate for Advancement.
• Participate in meetings, data validation, and report development to support successful implementation.

Operations Support

• Collaborate with Finance on month-end reconciliation and audit documentation.
• Maintain organized filing systems for physical and digital records.
• Manage the department email accounts and coordinate responses.
• Reactivate deactivated alumni email accounts and code all obituaries.
• Establish and oversee setup and management of new funds.
• Backup assistance to administrative tasks

SUNY Oswego works continuously to create an inclusive environment which respects, embraces, and promotes cultural safety, belonging, civil discourse, cultural humility, and other values and goals outlined in SUNY Oswego's Strategic Diversity and Inclusion Plan. As such, the incumbent is expected to contribute to these efforts and possess communication and interpersonal skills necessary to engage effectively with an increasingly diverse community of students and colleagues.

Job Requirements:

Required Qualifications:

• Strong attention to detail and a commitment to data accuracy.
• Experience with CRM or donor database systems such as ThankQ, Slate, or Raiser's Edge.
• Excellent analytical, organizational, and communication skills.
• Ability to collaborate effectively in a team environment and manage multiple priorities.

Preferred Qualifications:

• Bachelor's degree in a related field (e.g. Data Science, Information Systems, Business Analytics, Human Computer Interaction) is preferred, but candidates with relevant data experience will be considered.
• Experience with CRM or donor database systems such as ThankQ, Slate, or Raiser's Edge.