Gifts & Donor Rec Data Management Coordinator

Rochester, NY


With minimal direction and considerable latitude for independent judgment, manage gift and biographic update process to include reviewing and analyzing all gifts over $1,500 including those of a more complex nature, to the Advancement OASIS database. Independently seeking answers and getting information for input into OASIS, review and verify accuracy of documentation and work with university and advancement colleagues along with donors to ensure gift and biographic entry complies with donor requests, Advancement policies and Government regulations. Responsible for reviewing gift entry of Data Specialists prior to posting work into OASIS database.


  • Execute gift and pledge process, including memberships (GEC, Wilson Society, MAG) to include accurate analysis of documentation, research prior to entry of any new entity, additional research when necessary, and OASIS entry, with a focus on high-end gifts ($1,500+) and complex transactions (i.e., stock, grant, major donor, EFTs, matching gifts, Thompson No Feed). Maintain clear documentation backup for all gifts and pledges. Execute biographic update as applicable due to information processing. i.e., address changes, deceasing, linking married donors.

  • Complete customers (internal & external) requests, predominately received via JIRA tickets, occasionally emails, requiring research and both internal and external communications necessary to complete the request. (Gift and Pledge modifications, allocation requests) Maintain clear documentation as backup for any modifications.

  • Daily ATL Balancing, troubleshooting, and closing of batches. Knowledge needed of iModules, Cybersource, Community Funded, Ruffalo NL. Notifying and working with Oasis Support and Internet Team along with Annual Funds Staff, when necessary, due to issue that arise.

  • Review gift entry work of Data Specialist colleagues in Gift & Donor Records to verify accuracy prior to closing batches for posting in OASIS. Review individual transactions in database against backup documentation when appropriate, document errors and provide to management. Help mentor Data Specialist as they learn new tasks, answering questions and teaching procedures.

  • Represent the department and the university in a professional manner, always protecting confidentiality of donor information. Answering phones, collaborating with various internal customers to understand their informational and business needs, and how the analyst’s work impacts them and external customers. (MAG, Affiliates). All work should meet timeliness and accuracy standards, as defined by department procedures, and will be monitored. Maintain an orderly work area, files, and records, including clearing desk at the end of the day, locking all confidential donor information when away from desk, and keeping records of files so work can be retrieved by the Team as necessary. Working both as a team and independently to manage workload and priorities, consulting supervisors as necessary.

  • Through reading material and training sessions, learn and maintain knowledge of IRS guidelines as well as UR, Advancement, and Gift & Donor Records policies and procedures to process gifts accurately and proficientlywithin OASIS. The analyst will be required to participate in regular training sessions to keep their knowledge current and relevant. (PCI, HIPPA).

  • Serves as backup to Assistant Director, Gift and Donor Records. Maintain procedure documentation, updating as changes arise and completing an annual review.

Other duties as assigned


  • Bachelor’s degree

  • 3 years’ experience in an operational environment such as Advancement Services or bank operations or equivalent combination of education and experience

  • Ability to be flexible in a volume-driven environment. Proven ability to prioritize and multi-task in a fast-paced environment, accommodate shifting priorities, and meet deadlines.

  • Proven ability to work independently with minimal supervision as well as be a strong cross-functional team player.

  • Detail oriented with strong organizational skills and ability to problem solve.

  • Good understand of accounting principles.

  • Advanced proficiency using the Microsoft Office suite of programs (especially Excel, Access and Word), in a networked, Windows-based environment.

  • Well-developed interpersonal skills including excellent oral and face-to-face communication skills, as well as the ability to consistently produce concise, professional written communications. Ability to interact effectively with all levels of staff, including executive level clients.

  • General understanding of national and institutional professional fundraising methods and advancement services practices and standards.

  • Scrupulous accuracy and attention to detail, as well as the ability to exercise sound independent judgment and follow established protocols and procedures.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $19.96 - $27.94 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Central Administration
Full/Part Time: Full-Time