Information coordinator - information campaign systems

Ref. No.
WF250089

Position ID: 193982

About University at Albany:

Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of approximately 17,000 students in nine schools and colleges across three campuses.

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.

Job Description:

The Advancement Information Coordinator serves as the primary coordinator of all day-to-day gift processing and data entry activities for the Division of Advancement. The coordinator manages and prioritizes the daily work flow and ensure the accurate processing and reconciliation of all gifts and pledges in a timely manner. The coordinator is also the primary staff person responsible for updating constituent data. The coordinator follows established procedures and considers constituent intent to process data accurately, while looking for opportunities to update existing procedures that will improve efficiency and constituent interactions with the Division of Advancement and the University as a whole.

Primary Responsibilities:

Gift and Constituent Record Management

• Manage the process, workflow and handling for the recording and reconciliation of gifts, pledge payments, bequest intentions, life insurance gifts, charitable gift annuities, DAF expectancies and charitable trusts. Organize, index and archive digital and physical gift documentation.
• Gift entry into AIS database (Raiser's Edge NXT) to industry reporting standards and ensure they are appropriately reconciled with the business office.
  • Outright gifts checks, stock gifts, credit card gifts and pledge payments.
  • Pledges - single, multi-year, payroll deduction.
  • Planned gifts - bequest intentions, life insurance, annuities and trusts.
  • Matching gifts - Troubleshoot unlinked matching gifts.
  • Adjustments - to previously entered gifts based on documentation received from the Foundation Business Office.
• Enter and oversee data/information updates into constituent records
  • As needed demographic updates in response to requests from Advancement and other University staff.
  • Regular updates to code student scholarship recipients.
• Develop an on-going program to verify and update biographical and employment data.
• Safeguard database integrity by setting and enforcing standards and controls to ensure uniformity of record keeping and execute and supervise the entry of confidential constituent data.
• Maintain database performance and usefulness by identifying and troubleshooting problems in data collection, coding, and uniformity.
• Test new processes and database upgrades within the Development ("test") environment before changes are implemented into Production environment.
• Secure the database by developing and enforcing policies, procedures, documentation and controls for all staff utilizing the database.
• Research data-related policies and best practices used by other institutions. Share discoveries with supervisor for implementation.
  • Data-related nondisclosure agreements.
  • FERPA policies.
• Perform step-down research via fee-based research tools (i.e. LexisNexis, LinkedIn) or University-wide databases including PeopleSoft on constituent biographical data.
  • Flag potential major gift donors to the attention of the division's research team.
  • Ensure new information is added to the database.
• Monitor public-facing email address where data updates are sent. Update the database as necessary and follow up to these requests if gathering more information if necessary.
• Maintain monthly GOLD 1844 Society member coding.
• Serve as subject matter expert for new CRM (Raiser's Edge NXT).
  • Make recommendations for system optimization in the areas of constituent record management and gift processing.
• Build and maintain guides and best practice documents in the areas of gift processing and record management.

Data Import, Data Extraction and Phonathon

• Review imported records from the student database upon graduation. Create records for parents. Maintain mailing addresses, employment, and other biographic information.
• In coordination with Human Resources, update faculty/staff demographic data on a monthly basis ("HR Updates").
• Serve as liaison to phonathon manager for nightly credit card and pledge report reconciliation purposes. Monitor and track issues associated with our phonathon's reporting process and make recommendations to Annual Fund staff as needed.

Supervisory Responsibilities and Professional Development

• Directly supervise work-study students (one per semester).
• Attend national conferences and webinars to stay informed of current best practices in development and advancement services.
• Utilize resources such as CASE, the HEP matching Gifts database, the Fundsvcs listerserv and the Foundation Center while researching gift-processing issues.
• Other reasonable duties as assigned

Functional and Supervisory Relationships:

• Reports to the Director, Advancement Information
• Supervises the following positions: student worker/s
• May supervise employees as assigned (if no direct reports at time of filling position) none

Job Requirements:

• Ability to handle highly confidential information.
• Strong analytical skills, a commitment to customer service, and a respect for the importance of how confidential information is handled.
• Attention to detail, strong written and verbal communication skills, and excellent project management and organizational abilities.
• Applicants must address in their applications their ability to work with a culturally diverse population.

Requirements:

Minimum Qualifications:

• Bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• Experience with basic accounting principles and financial reporting and be able to interpret Council in Support of Education (CASE) and IRS regulations in addition to other. governing policies and procedures relating to the processing of charitable gifts.
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.

Preferred Qualifications:

• Experience working with relational databases.

Working Environment:

• Typical office environment

Additional Information:

Professional Rank and Salary Range: Advancement Information Coordinator, SL2, $51,261 - $55,000

Special Notes: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer.

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish, and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link

Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at [email protected] .

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

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Application Instructions:

Applicants MUST submit the following documents:

• Resume/CV
• Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
• Contact information for three professional references

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Closing date for receipt of applications: October 31, 2025