Records Specialist

Socket.dev; Tampa (FL); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical insurance

Retirement plan

Tuition benefits

Job summary

University of South Florida Advancement seeks a Central Records specialist to maintain biographic data in Ellucian CRM Advance and to review, research, and record gifts and pledges with precision and confidentiality.

The role emphasizes data accuracy, adherence to gift acceptance rules, and cross-training across Central Records functions within a collaborative team environment in Tampa.

Qualifications

• High School diploma with three years of fiscal support duties; college coursework may substitute on a year-for-year basis.
• Experience with gift and pledge processing is preferred.
• Must maintain strict confidentiality and follow data-entry procedures.

Responsibilities

• Reviews, approves, and processes gifts, pledges, and pledge payments for current and future commitments.
• Autonomously researches and verifies data completeness for all gift, pledge, and pledge functions.
• Reconciles and balances deposits for completeness and accuracy; maintains receipts and batch journals.
• Investigates discrepancies and incomplete items; reviews past due pledges and writes off outstanding balances.
• Follows CASE guidelines and IRS tax-deductibility rules; cross-trains on related tasks.
• Performs other duties as assigned.

Skills

Data entry

Gift processing

Donor relations

Attention to detail

Discretion

Education

High School diploma

Tools

Ellucian CRM Advance

Microsoft Excel

Job description

USF Advancement connects the university with donors who want to make a difference by providing philanthropic support to promote student success, research, academic excellence and other strategic priorities. With an endowment that now exceeds $700 million in value, our dedicated team of approximately 200 professionals, including 60 fundraisers, encompasses alumni, development and foundation operations. The team is responsible for raising more than $150 million annually and has broken records year after year with more than $184 million raised in fiscal year 2025.

This position, as a member of the Central Records staff in the Division of University Advancement, is responsible for biographic data maintenance of all records in Ellucian CRM Advance as well as independently reviewing, researching, and recording all gifts and pledges donated to the USF Foundation using specialized duties that include clerical, accounting, and donor relations skills. This position requires in depth knowledge of USF policies of the rules for gift acceptance and requisite knowledge of the Ellucian CRM Advance System. The position requires attention to detail and high degree of accuracy as well as adherence to the business processes that govern the entry of gift data. Sound judgment and discretion is required in all facets of this position's daily activities as related to donor confidentiality and record accuracy. Central Records staff cross-train on all Central Records Department functions.

Employees of USF Advancement live out the values of responsibility, innovation, service, and excellence in each of its highly collaborative departments. We use trusted data and ethical AI to enhance decision-making, strengthen engagement, and enable our teams to focus on what matters most: relationships and impact.

Responsibilities

Reviews, approves, and processes gifts, pledges, and pledge payments for current and future commitments to the USF Foundation. Autonomouslyresearches and verifies data completeness for all gift, pledge and pledge functions. Reconciles and balances deposits for completeness andaccuracy. Maintains accurate receipt and batch journals. Investigates discrepancies and incomplete items. Follows CASE guidelines and IRS tax-deductibility rules. Reviews past due pledges and writes off outstanding pledges writes off outstanding pledge balances. Must maintain strictconfidentiality.

Completes projects and updates related to biographic data maintenance and gift and pledge processing as assigned by Director of Central Records. Creates reference documentation of how to handle tasks in a timely manner (right after each task is learned).

Manages the following tasks: pick up and delivery of deposits from and to the Foundation Business Office; verify and prepare daily receipts to bemailed; research and update addresses for returned mail; and handling, scanning, logging, filing and storing of deposits.

Cross-trains on other tasks related to biographic data maintenance and gift and pledge processing in order to learn and handle when teammates are out-of-office.

Performs other duties as assigned.

Qualifications

This position requires a High School diploma or equivalent with three years of work experience in positions with fiscal support duties. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis. Associate's degree and four years fiscal support related experience; or, six years directly related administrative experience is preferred.

• Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws:

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.