Assistant Director of Records - 997209
- VP Institutional Adv. Office
- Staff, full-time (32+ hours per week)
Title: Assistant Director of Records - 997209
Position Number: 997209
Unit/Department: Advancement Office
FTE: 1.0 FTE
Salary: Commensurate with experience
Department Summary:
Drake University's University Advancement Office is living Drake’s inspiration statement of transforming lives and strengthening communities by building relationships with our alumni and friends, asking for philanthropic support, and creating life-long relationships and partnerships for the University.
Job Summary:
The Development Office seeks a dynamic individual to join our team as Assistant Director of Records. This person will process gifts to the University and update biographical information for alumni, parents, and friends. We are looking for a team member who is a self-starter and detail-oriented individual with strong organizational and communication skills. This position requires someone with a keen attention to detail, positive attitude, and a drive to keep and maintain good records.
This position reports to and receives administrative direction from Assistant Vice President. Drake offers competitive salaries, retirement options, and a wide range of benefits and perks, including a generous tuition waiver and tuition exchange benefit for employees (and qualifying spouses and dependent children) who may be looking to further their education.
Minimum Qualifications:
- Associate degree OR two years of work experience OR an equivalent combination of both
- Aptitude for learning new software and technologies
- Strong aptitude for logical thinking and solving problems and puzzles
- Ability to work independently and effectively while managing multiple initiatives
- Customer service mindset and ability to effectively communicate with technical and nontechnical staff at all organizational levels, including excellent verbal and written communication skills.
- Outstanding attention to detail with superior time and project management skills.
- Strong team orientation, a dedicated work ethic and a positive and professional attitude.
Preferred Qualifications:
- Experience working in any database or customer relationship management (CRM) system
- Basic familiarity with data analytic tools such as spreadsheets (Microsoft Excel), queries, and reports
- Understanding basic bookkeeping/accounting with a strong commitment to confidentiality
- Experience in a higher education or other non-profit fundraising environment
Job Duties:
- 30% - Gift Processing – Record, process, feed and balance gifts and pledges given to the University through many different vehicles. This includes feeding gifts and corrections to the Finance Office along with balancing gifts monthly. Maintain a thorough knowledge of the giving vehicles a donor can choose from. Understand, process and balance credit card gifts through web-based gift software. - (Essential)
- 30% - Biographical Information – Process biographical data updates in the donor database. This information comes through various systems and sources throughout the University. Assist campus partners when there are questions regarding data and gifts. This includes pulling lists to check for errors and making corrections. - (Essential)
- 30% - Database Management - Maintain and update documentation for database policies and procedures. File, scan and index backup documentation. Propose innovative or best practice solutions to improve service or resolve problems by analyzing information and recommending solutions. Lead the Records Room side with transitioning from Raiser’s Edge to NXT for gift and credit card processing. - (Essential)
- 10% - Stewarding gifts/donors - Advance stewardship between the University and donors by preparing timely and accurate gift acknowledgements/receipts/reminders. Provide correspondence to other departments who directly and indirectly communicate with constituents. Correspond with constituents regarding donations, biographical and other inquiries via phone or email. - (Essential)
- Perform other duties as assigned - (Essential)
Special Instructions to Applicants:
Applicants will be asked to complete the online application and provide a resume/cv and cover letter. Candidates will be asked to identify three references. The selected candidate will undergo a background check.
Review of Applications Begins: Review of applications will begin immediately. This position will remain posted until filled.
For faculty positions, selection will depend on the receipt of recommendation confirming the candidate's scholarly achievements and teaching abilities and/or on the candidate's satisfactory passing of a teaching demonstration if selected for an on-campus interview. For staff positions, selection will depend upon careful review of each applicant’s references, education, and, if applicable, experience.
About Drake:
Drake University is recognized as a top private university in the Midwest. Drake is a midsize university in Des Moines, Iowa, with an increasingly diverse student body. We are deeply committed to equity and inclusion and creating a sense of belonging for all members of the campus community—faculty, staff, and students alike. More than 900 faculty and staff are part of the Bulldog pack, a close-knit group of colleagues enthusiastic about preparing students to be global citizens and leaders, challenging assumptions. Drake University is not only an outstanding institution of higher learning, it is also a wonderful place to work. We are enthusiastically committed to welcoming new ideas and people into the fold, and to retaining and rewarding stellar employees.
All positions at Drake provide opportunities to contribute to Drake University’s core mission of creating an exceptional learning environment that prepares students of all backgrounds for meaningful lives and professional accomplishments.
Diversity, Equity, & Inclusion at Drake:
At Drake University, we don’t just accept differences—we celebrate them, we support them, and we thrive on them for the benefit of our students, our employees, and our community. Drake University is proud to support an equal opportunity, diverse, inclusive, and welcoming workplace. In fact, the celebration of diversity and inclusion are embedded in our Core Values. Learn more about our DEI commitment and efforts here.
We welcome applicants of diverse backgrounds, experiences, and perspectives. If you are a member of a socially or historically underrepresented or marginalized group or you have actively demonstrated a commitment to diversity and inclusion, we strongly encourage you to apply. If you are a member of one of the equity groups identified by applicable law, we encourage you to self-identify, where requested in our online application system.
Drake University is committed to providing access and reasonable accommodations in its services, programs, activities, education, and employment for individuals with disabilities. If you would benefit from an accommodation at any point in the recruitment process (including using our online application process), please contact Drake Human Resources (ph: 515.271.3133; e: jobs@drake.edu) and let us know how we can assist you.
At Drake University, we highly value a diverse, inclusive workforce. We are proud to be an equal opportunity employer. We stand firmly against discrimination including on the basis of race, color, national origin, creed, religion, age, disability, sex, pregnancy, gender identity, gender expression, sexual orientation, genetic information, veteran status, or any characteristic protected by law.
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