6150 Records Supervisor


TITLE Records Supervisor




IMMEDIATE SUPERVISOR Director of Advancement Services

MAJOR ADMINISTRATOR Vice President for University Advancement


The Records Supervisor is responsible for maintaining the accuracy of the Missouri State University Foundation and the Missouri State University Alumni Association databases, checks the accuracy of information on private contributions made to the University, assists with preparing monthly Board of Governors reports, and helps with the preparation of matching gifts forms.


Education: A high school diploma or the equivalent is required; specialized training beyond high school level emphasizing office procedures is preferred.

Experience: At least three years clerical and general office experience which includes at least two years of accounting or bookkeeping experience is required. Experience with data entry is required. Prior experience in a university setting or higher education environment is preferred.

Skills: Aptitude in clerical and accounting procedures and skill with a 10-key calculator are required. Computer literacy and functional knowledge of word processing and spreadsheets are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.


1. Ensures the accuracy of gift and pledge information entered on the Office of Development and Alumni Relations database by performing the third step in the audit trail for processing daily private contributions to the University.

2. Facilitates the processing of in-kind-gifts and payroll deductions to the Foundation by assisting with the preparation of paperwork to allow posting of required information to the Foundation's database.

3. Works with Athletics Development, Ozarks Public Television, the West Plains campus, and other areas regarding fundraising auctions by coordinating information from those departments and preparing cash receipts for proper gift posting of donated in-kind gifts and auction purchases that qualify as gifts.

4. Ensures the accuracy of information in the Development and Alumni Relations database by assisting with daily maintenance of the database, including addition of new records and deletion of duplicate records from the system, correcting incorrect gift postings, and changing gift designation as requested by donors.

5. Assists staff members in the Office of Development and Alumni Relations by assuming primary responsibility for ordering computer reports through the on-line job submittal system.

6. Assists with preparation of the monthly Board of Governors report and review materials which further clarify information about gifts received by the Foundation by compiling data and developing draft reports.

7. Assists with the establishment of new valid account names and numbers within the Foundation by coordinating with the Foundation accountant regarding proper sequencing of accounts.

8. Serves as a liaison to the bank and credit card companies for returned checks and chargebacks by assuming responsibility for resolving those issues for internal posting purposes.

9. Trains new employees in the Office of Development & Alumni Relations on the database housing biographical and gift data of Missouri State Alumni and friends.

10. Promotes a positive and professional image of the department by being knowledgeable about various departmental procedures and policies, appropriately answering questions asked by alumni, donors, faculty, staff, or others doing business with the department, and referring questions or issues beyond the scope of one’s expertise to the appropriate administrator.

11. Occasionally performs receptionist duties by receiving and greeting visitors and University personnel, directing them to the appropriate office or persons, providing factual information or materials in response to routine inquiries, answering the telephone, taking messages or routing calls according to the office procedures utilizing organizational familiarity and necessary discretion.

12. Cooperates as a member of the Advancement Services staff by working well with other individuals, most specifically other staff members within the Office of Development and Alumni Relations, the Foundation accountant and Accounting Manager in the Office of Financial Services, and personnel in Broadcast Services, the Registrar’s Office and the West Plains campus.

13. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

14. Contributes to the overall success of the Office of Development and Alumni Relations by performing all other duties and responsibilities as assigned.


The Records Supervisor is supervised by the Director of Advancement Services and exercises some supervision of part-time and student employees and staff members when they are working in records area.