Development Records Coordinator

Job Summary

The Development Records Coordinator reports to the Director of Gift Administration. The Development Records Coordinator is responsible for day-to-day maintenance of constituent records including biographical and gift information and for providing other information management support services to fundraising as needed. The Development Records Coordinator is also responsible for processing gift donations received by Gift Administration. This individual is expected to set own priorities, be self-directed and to follow through on decisions regarding the collection and maintenance of information used by applying division, Foundation and University policies; CAE reporting guidelines; FASB/GASB rules regarding financial reporting; State and Federal regulations regarding privacy and public information issues; and IRS rules regarding charitable contributions.

This is a full-time temporary 6 month and 1 day position and is eligible for full benefits, including medical, dental, vision and CalPERS retirement.

Department Summary

Gift Administration oversees and supports the information management needs of the fundraising efforts at Cal Poly. These functions include collection, verification and maintenance of constituent information along with the processing and reporting of gift activity.

Key Qualifications

• Process gift donations received by Gift Administration. Serve as a gift processor for gifts designated to the University, Foundation, Corporation and ASI.
• Prepare "batches" of gift donations of cash, checks, credit cards, pre-deposits , payroll deduction, Stampede Club, Wire (EFT’s), stock & securities and Performing Arts monthly reconciliations by identifying donors and interpreting their requests for gift designations, based upon information submitted with the gift, while applying applicable policies and procedures.
• Review coworkers gift batches and deliver quality gift & data processing which includes but not limited to preparing gift batches for recording and depositing, adding and updating biographical information in constituent records in accordance with policy and procedure guides ensuring data entry is accurate, complete and current.

Education and Experience

• High school diploma or its equivalent. Type 45 wpm. Four years of general office support experience. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience.)

Salary and Benefits

Anticipated Hiring Range: $46,376 - $56,624 Per Year

Classification Range: $46,368 - $72,864 Per Year

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Anticipated Hiring Range referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Classification Range may be broader than what the University anticipates paying for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees. See our benefits website for additional information.

Cal Poly

Cal Poly is a nationally-ranked public university located in San Luis Obispo, California, and known for its Learn by Doing philosophy. Each year more than 20,000 top-tier students come to San Luis Obispo to put knowledge into action, taking their learning outside the classroom as they prepare for careers in engineering, agriculture, science, business, humanities and the built environment. Cal Poly’s hands-on philosophy, small class sizes and close student-faculty mentorships result in graduates ready from day one to impact their communities, California and the world. For more information, visit calpoly.edu .

Equal Opportunity and Excellence in Education and Employment

This position is open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal Poly provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Cal Poly is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Supplemental Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Cal Poly, San Luis Obispo is not a sponsoring agency for staff or management positions. Applicants for staff and management positions must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Positions are posted for a minimum of 14 calendar days.

Advertised: May 27 2025 Pacific Daylight Time
Applications close:

• 

• California Polytechnic State University

• 805-756-2236

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