Gift & Records Management Assistant

Department: Gift & Records Management 

Reports to: Manager,  Associate Directors of Gift & Records Management 

FLSA Status: Non - exempt

The anticipated salary for this position starts at $39,200+ for the Gift & Records Management Assistant role and ranges up to $46,600+ for the Gift & Records Management Senior Associate role. The final pay will be determined based on several factors, including qualifications, experience, education, and years within the job or industry, with a strong emphasis on maintaining internal equity. 

Who we are and what we’re about:

KU Endowment is an independent, nonprofit organization and the official fundraising foundation for the University of Kansas.  We partner with donors in providing philanthropic support to build a greater KU.
 

As an employee of KU Endowment, you’ll witness firsthand the power of our donors’ generosity.  You will join a talented and fun group of people who are inspired to help KU through the support of loyal alumni and friends.  This support fuels excellence, enabling students and faculty to develop innovative programs and research that distinguish the university.  We connect the philanthropic passions of donors with the needs of students, faculty and programs – and everyone benefits.
 

People are engaged. Purpose is ignited.  Lives are changed.

What we are looking for:

The Gift & Records Management Assistant is a data entry role responsible for updating gift and biographical information into the Ascend (Salesforce) database in a timely and accurate manner. 

The ideal candidate will be able to handle highly repetitive data entry which requires intense focus and attention to detail.  Must be able to self-prioritize your workload with little supervision and be able to collaborate with others. Identify operational gaps and workload imbalances and take the initiative to cover these tasks.

The individual in this position is expected to embrace KU Endowment’s stated core values – passion for KU, partnership with donors, perpetual support for KU, and a people-centered approach – and demonstrate support for them through professional interactions and activities.

Hybrid Work Environment:

Following the initial training period, this position offers a hybrid work schedule, with the flexibility to work remotely for part of the week. However, the role requires multiple days per week on-site at our Lawrence, KS office to ensure effective collaboration, team engagement, and alignment with organizational goals. 

What’s a typical day look like?

•  Scans gifts to SharePoint, receives, prepares, and processes gifts and pledges for data entry.
• Maintains biographical records, including addresses, relationships, employment, emails and activities.
• Performs research as needed to obtain correct constituent addresses and other biographical information.
• Responds to phone calls, email, and other communications related to updating biographical records.
• Opens/Sorts incoming USPS mail
• Handles periodic contact with donors, and KU Endowment and University employees regarding recording of gifts and biographical information.
• Works with other members of the department to identify areas of improvement, and opportunities for waste reduction. Expected to attend and participate in regular meetings focused on the continuous improvement of department practices, procedures, and policies.
• Performs other duties as directed or required.

What’s required to be considered:

• Training and experience should be the equivalent of that normally received by graduation from high school.
• Requires three years (three to six years, preferred) of data entry experience.
• Excellent attention to detail and accuracy.
• Excellent typing speed and accuracy.
• Must exhibit strong interpersonal communication skills.

What separates the best from the rest? 

• Demonstrate the ability to identify and cover operational gaps within the department and maintain awareness of the overall workflow, recognizing when tasks are left uncovered due to staff absence or workload imbalances.
• Maintain highly repetitive work with focus and accuracy
• Ability to organize workload and set priorities with minimal supervision and participate as part of a team.
• Proficiency in Excel, Teams, Outlook.
• Familiarity with Ascend (Salesforce) is a plus.
• Ability to establish and maintain effective working relationships inside and outside of the Association and develop a deep knowledge of all areas and departments within KU Endowment.
• Ability to adapt to new procedures and technological advancements.

Physical Requirements:

• A valid driver’s license. 
• Must have access to reliable transportation to travel between multiple locations for training and/or work-related activities.
• Must be able to respond quickly and effectively to directions and safety hazards.
• This job operates in a professional office environment. This role routinely uses standard office productivity machinery such as computers, keyboards and a mouse, laptops, phones, photocopiers, filing cabinets and fax machines. 
• This is largely a sedentary role; however, some filing is required. This would require the ability to move files, open filing cabinets and bend or stand as necessary.
• The ability to observe details at close range (within a few feet of the observer).
• The person in this position frequently communicates with donors, colleagues, students, and general public. Must be able to communicate with others effectively.
• Physical effort/lifting: light-up to 20 pounds.
• Rarely-Overtime requirements can include evenings and weekends.

KU Endowment is committed to providing reasonable accommodation to qualified individuals to enable them to perform the essential functions of the job as regulated by ADA. If you require accommodation for any part of the application process or during employment, please contact humanresources@kuendowment.org to discuss your needs.

We’ve got you covered:

• KU Endowment offers a competitive salary with an excellent benefit package including: 
• 100% employer-paid pension plan
• Health, dental, and vision insurance
• 401(k) and Roth 401(k) matching program
• Section 125 flexible benefits 
• Generous paid leave including holidays, personal and sick leave
• Volunteer and community engagement opportunities
• Paid Parental Leave
• Life, AD&D, short- and long-term disability insurance
• Legal & ID Theft protection
• Critical Illness
• Accident and Hospital Indemnity insurance 
• KU education assistance 
• Free parking

Sounds good, right? What’s next?

Please include your resume and cover letter when applying for this position on our website at https://www.kuendowment.org/careers.

Questions regarding this vacancy may be addressed to:
 

Human Resources
KU Endowment
PO Box 928
Lawrence, KS 66044-0928
Email: humanresources@kuendowment.org
 

Review of applications begins immediately and continues until the position is filled.  Because of the sensitive nature of KU Endowment business and the importance of our reputation with donors, KU Endowment conducts a comprehensive review of applicants.  By submitting your application, you authorize us to conduct reference checks and a review of available public information.  Employment is contingent upon background and reference checks that KU Endowment finds acceptable.