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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 (https://ww1.oswego.edu/diversity/) . 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.

At SUNY Oswego we value the diversity found in each member of our campus community and strive to create a community where that diversity is embraced and enhanced. Recognizing the strength of diversity, our mission is to foster an environment which respects, embraces and promotes cultural competence, civil discourse and active engagement in developing an inclusive and vibrant community of scholars who act as transformational agents of change and responsible citizens of the world. For more information see SUNY Oswego's Strategic Diversity and Inclusion Plan (https://ww1.oswego.edu/diversity/) .

As a candidate seeking consideration you are asked to submit a separate statement specifically addressing how your commitment to diversity, equity and inclusion has been evidenced in your career experience and professional activity, and/or community service (volunteer work, etc.), and/or professional development. (Please see Application Instructions)

Additional Information:

Oswego is committed to enhancing its diversity. SUNY Oswego is an Affirmative Action/Equal Opportunity Employer and is actively engaged in recruiting, supporting, and fostering a diverse community of outstanding faculty, staff and students. We encourage applications from qualified applicants regardless of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim SUNY status, or criminal conviction. Please click here (https://www.oswego.edu/human-resources/non-discrimination-policy) to see our full non-discrimination policy.

In accordance with USCIS regulations, successful applicants must be legally able to work in the United States per the Immigration Reform and Control Act of 1986.

Requests for reasonable accommodations of a disability during the application and/or interview process should be made to Dr. Starr Wheeler, ADA/504 Compliance Officer at [email protected] or 315-312-3872

For Campus Safety information, please click here (https://www.oswego.edu/police/annual-report) to see the Annual Security and Fire Report (Clery).

SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. Click here (https://www.oswego.edu/human-resources/sites/human-resources/files/tobacco\_smoke\_free\_policy\_final.pdf) for further policy details, including education and cessation resources.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at [email protected].

Search Chair:

Stephanie Folds, [email protected]

Visa sponsorship is not available for this position.