Records Specialist

University of Pittsburgh

Website University of Pittsburgh

The University of Pittsburgh’s Division of Philanthropic & Alumni Engagement (PAE) is seeking a Records Specialist to join a progressive team within our Records Management Department. Flexible hybrid and/or remote work opportunities may be available for this position.

This position is critical in the stewardship of resources gifted to the University from individuals, corporations, foundations and other organizations. Responsibilities of the Records Specialist include the following:
Accurately and promptly enter all pertinent gift data into the Affinaquest database. As the primary maintenance users of the Affinaquest database, the Records Specialist must develop proficiency in all gift, pledge and biographical policies and procedures for the Affinaquest database and have a working knowledge of CASE guidelines and IRS regulations for charitable contributions.

Gathering and analyzing all source documentation for gift, pledge or biographical data and interpreting and applying appropriate policies and procedures to ensure that all pertinent information is captured and entered into the database in an accurate and timely manner.

Discrepant or incomplete information will be analyzed, researched and resolved. The Records Specialist will also identify any additional activities that should take place in regard to the information presented.

The Records Specialist will exhibit excellent customer service skills as well as excellent verbal and written communication skills with donors, internal staff members and external departmental contacts.

PAE cultivates relationships with contributors, alumni, and other constituents on behalf of the University of Pittsburgh and UPMC, generating support for teaching, research, and care. As the hub for development and alumni relations efforts, PAE contributes to a bold, vibrant, and diverse academic community. Primarily, we focus on:

  • Philanthropy to the University and UPMC which drives innovation and enhances opportunities for students, faculty, researchers, and clinicians.
  • Alumni relationships expressed across a community of 318,000 alumni spanning the globe.

This purposeful, collaborative work-supported by your engagement and giving-ensures that Pitt and UPMC grow stronger each year, benefitting this community, our region, and the wider world. PAE fosters an intentionally inclusive workforce through a diversity framework that commits to collaborating and expanding the culture, identity, and wholeness of every staff member in measurable and deliberate ways.

  • Bachelor’s degree or a minimum of 3 years business experience.
  • Exposure to higher education is preferable but not required.

The preferred competencies:

  • Customer service oriented
  • Effective communication skills written or verbal
  • Detail Oriented with good analytical skills
  • Multitasking and prioritization abilities

Equivalent combination of education and transferable / relatable experience will be considered per University guidelines.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets

The University of Pittsburgh requires all Pitt constituents (employees and students) on all campuses to be vaccinated against COVID-19 or have an approved exemption. Visit to learn more about this requirement.

Assignment Category Full-time regular
Job Classification Staff.Administrator.I Non-Exempt
Campus Pittsburgh
Minimum Education Level Required Baccalaureate
Minimum Experience Level Required 2-3 years experience
Work Schedule Monday – Friday, 8:30 a.m. – 5:00 p.m.
Hiring Range TBD Based on Qualifications
Relocation Offered No
Visa Sponsorship Provided No
Background Check For position finalists, employment with the University will require successful completion of a background check
Child Protection Clearances Not Applicable
Required Documents Resume, Cover Letter
Optional Documents Not Applicable

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