Database Records Specialist Amended application date

University of Puget Sound

Job ID: 8072

Location: VP for Univ Relations Office

Full/Part Time: Full Time

Regular/Temporary: Regular

Staff Posting Details

Appointment: Regular, full-time (1.0 FTE)

Position Summary: The University Relations Information Services Database Records Specialist is responsible for the entry and maintenance of financial (gift) and biographic data in the University's alumni/development database system (Raiser's Edge NXT). The Database Records Specialist reports to the University Relations Information Services Associate Director for Database Records. This is an on-site position.

Essential Job Functions And Responsibilities

The University Relations Information Services Database Records Specialist will:

• Receive, sort, and prepare gift batches, and process/enter all contributions to the University (cash, checks, securities, credit cards, etc.) into the alumni/donor database, deposit funds with the Office of Finance, and prepare electronic backup of donations for production of gift acknowledgements for donors.
• Maintain all biographic data in the Raiser's Edge NXT database system including name, address, phone number, and email records; employment data, including job titles, employer names, employment status, and matching gift company information; and relationships to database constituents and non-constituents.
• Enter pledge (gift intention) data into the database (primarily for pledges generated by the Annual Giving Office and associated Student Philanthropy Center programs) and maintain pledge payment schedules.
• Use a wide variety of electronic and published resources in an attempt to locate biographical data on lost alumni (new addresses, phone numbers, email, etc.).
• Coordinate with staff in the Office of Finance to assist with account reconciliation efforts between the Raiser's Edge NXT and PeopleSoft database systems.
• Ensure that gifts and pledges are processed in a timely manner, verify the accuracy of all gift entry, and synchronize data with the Office of Finance.
• Arrange gift backup in electronic (scanned) format, maintain computer records, save and attach/link backup documentation to database records and save electronic copies of all backup gift batch files, while ensuring constituent privacy and adherence to internal data retention policies.
• Track, review, and update data on student and alumni involvement in clubs, sports, activities, organizations, academic programs, honor societies, student government, etc. for inclusion in the constituent database.
• Work with the Donor Relations and Capital & Planned Giving offices to maintain records of memorial and other special fund accounts (e.g. scholarships, professorships, matching gifts, etc.)
• Coordinate with the Offices of Annual Giving and Donor Relations to ensure all contributions are properly acknowledged.
• Process twice-monthly payroll deduction pledge payments and as necessary update associated pledges.
• Run and review various audit reports to verify the accuracy of data maintained in the constituent database. Update data as appropriate.
• Scan and forward, or when necessary photocopy, correspondence from donors to relevant University Relations colleagues/departments.
• Perform a wide range of clerical functions such as opening and sorting mail, updating addresses, scanning, and photocopying.
• Perform numerous other duties related to the maintenance and cleanup of the constituent database and processing of donations as assigned.
• Receive assignments from the Associate Director and Senior Database Records Specialist regarding gift processing tasks.
• Other duties as needed.
• Regular and predictable attendance is an essential function of this position.
  
  

Qualifications

Candidates must be able to explain and/or demonstrate that they possess the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation.

• Performing a wide range of data entry tasks on a relational database system.
• Numerical aptitude and significant experience and comfort in dealing with money.
• Broad computer knowledge and experience in the use of numerous software packages including word processing and spreadsheet programs like Microsoft Word and Excel.
• Ability to handle sensitive and confidential information with discretion.
• Ability to work effectively as part of a team as well as independently and unsupervised.
• Ability to be self-directed and creative when given task concepts.
• Ability to deal effectively with other people in both teaching and learning capacities.
• Ability to be flexible and adaptable to change.
• Ability to balance multiple tasks with differing deadlines. Ability to effectively set priorities and estimate and meet deadlines.
• Knowledge of and experience in college administrative, fund-raising and alumni participation functions preferred. Some knowledge of accounting procedures and federal requirements especially in regard to gifts and pledges helpful.
• Interest in and dedication to the goals of higher education.
• Ability to respectfully work, communicate and provide leadership within a diverse campus community.
  
  

Compensation And Benefits

The anticipated range for this position is $22.50 - $23.42 hourly. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package for eligible staff employees, including:

• Medical, dental, and vision
• Life insurance and long-term disability
• Employee Assistance Program
• Retirement plan options and 403(b) contributions
• Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays
• Education benefits, such as full tuition for eligible employees and their families
• Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)
  
  

Please Note

• Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
• Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
• Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits.
  
  

This position is non-exempt from the provisions of the Fair Labor Standards Act.

For more information on Puget Sound's non-exempt staff benefits package, visit: Summary of 2024 Benefits for Staff Members in Non-Exempt Positions.pdf (pugetsound.edu)

For the Campus Holiday and Bonus Day Schedule, visit: https://www.pugetsound.edu/human-resources

Application Deadline

Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified. Accepting applications through April 20, 2025.

Required Documents

• Resume
• Letter of Interest
  
  

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks.

University Diversity Statement

• We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
• We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
• We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
  
  

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity

The University of Puget Sound is an equal opportunity employer.

How To Apply

For complete job description and application instructions, visit: www.pugetsound.edu/employment

About Puget Sound

Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.

As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA

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