University of Waterloo

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Records Assistant

Records Assistant

Requisition ID 
Job Category  
5250 - Advancement Services
Job Status 
Temporary Appointment (Contract)
Hiring Range 
$37,050 - $50,330

More information about this job


Term: 17 months


This position is responsible for the delivery of all functional activities related to donor records processing for alumni, students, faculty/staff, retirees, parents, friends and the various procedures to track and code appropriately. The Alumni Relations and Advancement staff rely heavily on the accurate records maintained by the Records Assistants for their fundraising activities,. Responsibilities range from entry level records maintenance, prospecting potential donors to lead roles in alumni events, registration/payments, diploma frame sales, inventory, reconciliation and all Advancement manual deposits. The Records Assistant maintains accurate records, as well as, the various procedures used to track relationships with the University of Waterloo. This requires both systems and Advancement (Alumni and Development Officers) specific knowledge. The Records Assistant provides written and oral information regarding policies, procedures, alumni and donor events/reunions, diploma frames, contact rules and alumni benefits.


Data Management and Research

  • Analyzes, researches, prioritizes and validates data
  • Accountable for accurate data entry related to alumni, donors, staff, parents, students and corporations
  • Run queries, imports and reports through database and interfaces with other departments across campus, including Registrar’s Office, HR and Call Centre
  • Collaborates with Registrar’s Office on accurate convocation/degree data, name changes, gender reassignment and death notices
  • Identifies prospective donors, volunteers or speakers proactively through research or direct communications for monthly Prospect Report
  • Research corporate take-overs, mergers and ensures information is accurately reflected in the database based on explicit procedures

Customer Service for all Office of Advancement Inquiries

  • Provide a high level of front line customer service for both internal and external stakeholders
  • Often first point of contact for alumni and donor inquiries
  • Responsible for reception coverage which requires detailed knowledge of responsibilities for main reception including knowledge of Central and De-central Offices of Advancement

Support Ongoing Improvement Initiatives

  • Responsible for reviewing and updating complex procedures on an on-going basis to ensure integrity of data management as well as improvement of standards
  • Communicates procedural standards internally to ensure improvement of data entry
  • Identify and implement processes to improve efficient and accurate data entry
  • Assist and support special projects within the Office of Advancement

Special Projects – Frames, Events, Deposits

  • Intermediate/senior level staff become project leads responsible for key on-going special projects including, frame sales, events and deposits
  • Frames project lead is responsible for accurate monthly frames inventory, weekly and special orders, shipping issues, and sales summary reports
  • Events project lead is responsible for coding all event participants in Raiser’s Edge, and summary reports
  • Works directly with suppliers and vendors in all capacities including reporting and troubleshooting
  • Responsible for processing cash/cheques, online credit card payments and refunds, and for accurate accounting and reconciling for reporting to Office of Finance, event coordinators and Alumni Relations
  • First point of contact to assist parents, alumni and donors with frames orders or registration process – online, phone, mail, email
  • Works directly with Alumni and Development staff responsible for event and/or frames
  • Accountable for reconciling and preparing three weekly deposits for frames and events including internal transfers, reconciling POS machine, online purchases and in office cash sales
  • Provides pivot tables, and deposit submissions to Office of Finance


  • College diploma and/or equivalent education and/or experience
  • Customer service experience an asset, preferably in fundraising/development office
  • Basic to intermediate ability using Microsoft Office
  • Experience with Raiser’s Edge or other fundraising database an asset
  • Experience with Event Management software
  • Experience with online credit card processing
  • Experience with PeopleSoft and/or using online student information systems an asset