Advancement Records Specialist

Position Details

Position Information

Position Title Advancement Records Specialist
Department Gift Recording Office
Position Number 0716000
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Position Purpose

The Advancement Records Specialist provides operations support to the Gift Recording and Alumni Records offices. Using a proactive and collaborative approach, triages and prioritizes gift and biographical requests while providing outstanding customer service to the Dartmouth community. Performs daily responsibilities associated with banking, gift processing and alumni records.

Skills & Knowledge
  • Ability to effectively communicate to all constituents with strong customer service and listening skills.
  • Advanced problem solving, resolution and analytical skills.
  • Able to work under pressure of time constraints and ability to multi-task.
  • Ability to prioritize workload
  • Projects a professional image and applies proper telephone and e-mail etiquette.
  • Demonstrated accountability for work accuracy and attention to detail.
  • In-depth knowledge of policies and ability to apply procedures.
  • Good written and verbal communication skills
  • Demonstrated proficiency in the Microsoft Suite, Web Applications, and computer
Minimum Experience
  • Four years of customer service, financial processing or other directly related experience.
  • Team/collaborative approach
  • Experience with data entry, financial systems, and the Microsoft Suite.
Minimum Education
  • Associate‚Äôs Degree in Accounting or equivalent life-experience.
  • Additional training in customer service helpful.
SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Cindy Welch
Equal Opportunity Employer

Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged.

Special Instructions to Applicants

Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Key Accountabilities

Key Accountabilities

Customer Service and Operations Support

  • Assumes ownership of initial inquiry until issue is triaged to another responsible staff member for resolution.
  • Analyzes customer issues and proactively escalates critical or expertise specific issues to Associate Director, Director or a subject matter expert.
  • Executes follow-up as necessary, or as directed, to assure timely response.
  • Recognizes technical issues and notifies technical support for resolution and follow-up.
  • Provides responses to customers with updates on pending requests and other follow-up of triaged issues.
  • Receives mail, opens, sorts and researches donor or alumni information when necessary.
  • Performs administrative responsibilities, including copying necessary documentation and filing giving and biographical records.


  • Serves as the primary point of contact for the department, answering questions and resolving problems related to department policies and procedures.
  • Communicates effectively and respectfully with a diverse community, including alumni, staff, faculty and students.
  • Keeps Associate Director and Director apprised, as necessary, on the current status of important issues and requests to insure accurate and efficient office response.
  • Understands and effectively explains departmental policies and procedures to our external and internal customers.
  • Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.

Gift and Biographical Data Processing

  • Working in a strict timeframe, assembles gifts, pledges and corrections into categories for entry.
  • Accountable for daily bank deposit, ensuring that it makes it to the bank prior to the daily cutover time; resolves check deposit issues.
  • Ensures the completion and processing of all credit card gifts either manually or through the iModules program.
  • Downloads data from the Endowment Security Gifts website, and batches transactions for gift processing.
  • Understands what constitutes a gift and the IRS and CASE regulations that govern a gift.

Information and Technology Management

  • Organizes and manages print and digital records, correspondence and other files in the office.
  • Utilizes web based applications for recording transactions, researching, extracting data and supporting operations.
  • Ensures the security and sensitive handling of confidential financial information.


  • Cross trains with other team members to assure adequate coverage, accurate and consistent information and timeliness.
  • Attends professional development offerings in order to maintain or increase proficiency in necessary systems or process changes.
  • Identifies continuous improvement opportunities within systems and processes to increase efficiencies and/or add value. Identifies causes and formulates effective solutions.
-- Performs other duties as assigned

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Additional Document #1
  2. Additional Document #2

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