Advancement Records Specialist – Hamilton College

Advancement Records Specialist – Hamilton College

Job Description:

Position Summary

The Advancement Records Specialist supports the Advancement Office by ensuring the accuracy and integrity of constituent and gift data within the College’s Salesforce CRM. This role is responsible for data entry, records maintenance, and gift processing support. The position requires exceptional attention to detail, a high level of accuracy, comfort working with Salesforce, Microsoft Excel, and Google Workspace, and strict adherence to institutional data governance, privacy standards, and financial controls.

Responsibilities:

Data Entry & Records Management

• Accurately enter, update, and maintain constituent biographic and demographic data in the advancement CRM from multiple sources.
• Verify data accuracy using source documents and established data standards.
• Process National Change of Address (NCOA) updates and manage returned mail.
• Perform assigned data updates and execute validation and quality control processes across multiple areas of the advancement CRM.

Gift Processing Support

• Assist with routine gift processing across multiple giving vehicles.
• Support the preparation and execution of donor acknowledgements and gift receipts.
• Scan checks and prepare supporting documentation for submission to the Business Office.
• Maintain electronic and physical gift documentation and files, as required.
• Maintain a daily check log in accordance with established procedures.

General Duties

• Monitor and manage the departmental email inbox; respond to routine constituent and internal inquiries related to records and gifts.
• Respond to routine data-related inquiries from internal staff.
• Maintain confidentiality and comply with all data security and privacy policies.
• Collaborate in drafting and maintaining departmental standard operating procedures.
• Other duties as assigned

Education and Experience:

• Associate degree or higher required.
• Two years of experience working with databases preferred or donation management
• Experience in advancement, nonprofit, or higher education environments preferred.
• Experience with Salesforce or a comparable CRM system and task management or workflow tools preferred.

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Excel and Google Workspace.
• Strong attention to detail with excellent organizational skills.
• Demonstrated initiative and ability to work independently with minimal supervision.

Compensation Range:

$19.50 – $22.50 per hour

EEO Policy: