Advancement Records Specialist

Posted by
Macalester College
Saint Paul, MN
Published 16 days ago


The Data & Gift Processing team in the Advancement Department of Macalester College seeks to hire a full time Records Specialist. This position enters, maintains, and ensures the accuracy and integrity of Advancement data as well as records biographic and gift information in the Slate fundraising database in an accurate and timely manner. The Records Specialist communicates with internal staff and external constituents of the college (alumni, parents and friends) about biographic and gift information as needed. It also coordinates with business office staff and external vendors to receive and document gifts of electronic funds and securities. This position is relied upon to create and maintain profiles of Sustainers (recurring donors) and applies manual charges to donor credit cards as needed. 

 About the Data & Gift Processing Team: 

As part of the Advancement Information Services team, the Data and Gift Processing team consists of 2 Advancement Record Specialists, reporting to the Director of Advancement Data and Gift Processing. This team is critical to the operations of the Advancement division, ensuring that our colleagues can engage with Macalester’s alumni/ae, parents, donors, and other partners in the most effective way possible. It is a highly collaborative and supportive team that prioritizes the success and happiness of our colleagues.


  • Records gift and pledge information into the Slate fundraising database accurately and within established turnaround times, both manually and via upload processes. Deposits gifts made by check electronically through Remote Deposit Capture. Uses email and online tools to identify,document, and facilitate transfer of electronic funds and company stock. Maintains copies of pledge and gift documentation according to departmental standards.
  • Creates, reviews, and maintains records related to Macalester alumni, students, parents, faculty and staff, donors and other constituents in Slate database. Adheres to all data entry standards and protocols. Makes critical, informed decisions about all incoming updates to ensure data integrity. Responds efficiently and accurately to all incoming requests for data changes from Advancement Staff, Macalester Fund phoning and academic departments. Performs all updates in a timely and accurate manner. 
  • Maintains data related to Sustainers in Slate and on vendor's web site (currently PayPal) and applies manual charges and credits to donors' accounts as needed. Audits changes made by other staff members for accuracy. 
  • Provides sensitive, responsive customer service to internal and external constituents with requests for database updates or questions related to gift and biographic records.
  • Completes and sends matching gift verification forms and updates Slate to accurately reflect pending matching gifts. 
  • Conducts research of alumni status, phone, address and econtact information using subscribed to on-line resources such as USPS, Nexis Lexis, Accurint, Obituary Register as well as other free Internet resources.
  • Participates in electronic archiving of paper Advancement files, following policies and procedures regarding appropriate materials to maintain and proper methods of indexing.


  • Associate’s Degree Required. Three years of closely related experience can substitute for an Associate’s Degree. 
  • 3-5 years of experience in a role that requires highly accurate data entry. 
  • Experience working with financial data. Basic mathematical computation skills. 
  • Determines proper coding for gifts based on knowledge of business rules and information provided by donors and/or staff.
  • Ability to follow established operating procedures and suggest process improvements.
  • Must have proficiency in fundraising software. Basic competency on Windows-based PC, including MS Word, Excel and Access. Facility with internet search and various web applications (e.g. Accurint, PayPal). 
  • Ensure accurate and timely filing of gift and pledge-related documentation. Email correspondence with constituents. Update procedure documents using word processing tool.
  • Printers, copiers, scanners, fax, 10-key.
  • Ability to deal with staff and constituents with customer service orientation.
  • High level of attention to detail.
  • It is expected that all Advancement employees:
  •  Have an appreciation for the value of a liberal arts education.
  • Are able to work respectfully with sensitive and confidential information.
  • Build positive, professional relationships that underscore confidence in Advancement among colleagues, across campus and with our constituents.
  • Demonstrates the commitment to equity, inclusion, and diversity. Actively engages in learning and practicing principles of social justice and inclusion to increase individual capacity to support institutional changes that create and sustain a more welcoming and inclusive environment across the Macalester Community.


Physical Requirements: 

This position requires one to climb stairs on a daily basis and occasionally requires individuals to reach, crouch, kneel or use a step ladder. 


Compensation & Benefits: 

This position is non-exempt and paid $22.99/per hour. Total compensation for this position also includes Macalester’s competitive benefits package


Application Guidelines: 


For consideration, please submit your cover letter and resume as one document to the Macalester Employment Opportunities page. Applications received by September 3rd will receive priority. This position will be posted until filled. 

All inquiries regarding this position can be directed to: 

Jaclyn Howard 

Talent Acquisition Manager

Macalester College - Institutional Overview

Since its founding in 1874, Macalester has provided students with the inspiration, insight, and experience to become successful and ethical leaders. Located in St. Paul, Minnesota, Macalester enrolls nearly 2,100 students who come from virtually every state and 91 countries. Macalester is committed to being a preeminent liberal arts college known for its high standards of scholarship and its special emphasis on internationalism, multiculturalism, and service to society.

Macalester is proud of its longstanding commitment to social justice and creating a safe environment for all people regardless of sexual orientation, race, ethnicity, national origin, citizenship status, gender, religion, age, or ability. Macalester is dedicated to the goal of building a culturally diverse and pluralistic staff committed to working in a multicultural environment and strongly encourages applications from everyone who would add richness to our community, including people of color, individuals with disabilities and women.


Macalester employees enjoy a fantastic benefits package and working environment that is second to none. Please visit for more information about benefits at Macalester College.

 Our Commitment to Safety in response to COVID-19:

For the safety of our community, Macalester requires all employees to have received a COVID-19 vaccine regimen.Should a newly hired employee be unable to receive the vaccination for either medical or religious reasons we offer accommodations and assistance.

Questions or concerns about this process should be directed to Bob Graf, Director of Employment Services, at


The Data & Gift Processing team in the Advancement Department of Macalester College seeks to hire a full time Records Specialist. This position enters, maintains, and ensures the accuracy and integrity of Advancement data as…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    October 1, 2021
  • Education
    2-Year Degree Required
  • Professional Level




DeWitt Wallace Library, 1600 Grand Ave, St Paul, MN 55105, USA

How to Apply

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