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Administrative Job Opportunities

Accounts and Records Administrator

Hamilton is one of the nation's top liberal arts colleges. It is independent, highly selective, coeducational and residential. Originally founded in 1793 as the Hamilton-Oneida Academy, Hamilton is today composed of 1,850 diverse and talented students from nearly all of the 50 states and approximately 40 countries. More information can be found at www.hamilton.edu/about.

Position Summary:

The Accounts and Records Administrator serves as the principal individual responsible for the acceptance, recording, and receipting of all charitable contributions from all entities and individuals in support of the College’s annual and capital needs. He/she will ensure that all gifts, pledge payments, and pledges are recorded in a timely fashion, in accordance with the donor’s intent, and in keeping with accepted standards of the recording and reporting of charitable financial transactions. He/she will also provide support and guidance for the collecting, recording, maintaining, and updating of all biographic records of the College’s key external constituents.


  • Serves as the principal administrator for the acceptance of all charitable financial transactions, including gifts, pledge payments, and pledges, on behalf of the College for all voluntary support.  Supervises the recording and receipting of all transactions on a daily basis, in accordance with established Business Office and Internal Revenue Service (IRS) practices and guidelines.   Provides daily internal reports on the daily batch processing of all financial transactions.  Provides customer service support for all donor inquiries, either directly, or on behalf of a development officer as required.
  • In collaboration with the Business Office, is responsible for establishing all designation account numbers, codes, and descriptions for the recording and reporting of all charitable financial transactions, and the corresponding General ledger (GL) accounts for the transmission of those transactions.
  • Serves as the College’s principal representative with brokerage firms to facilitate the transfer, processing, and recording of all gifts of appreciated securities.  Facilitates the transmittal of the proceeds of those assets to the Business Office in accordance with the donor’s intent, and as required by the College policies and procedures.
  • Reconciles all gift accounts with the Business Office.  Prepares and balances cash reports throughout the fiscal year, and at critical periods such as calendar and fiscal year-end.
  • Manages the maintenance of all entity and individual giving archives, including periodic adjustments and reconciliations, prepares internal and external giving histories as needed, and provides other information and analyses as required.
  • Prepares, revises, and maintains all documentation relating to the policies and procedures for the recording and receipting of all contribution and constituent records in accordance with established College policies and procedures, and in compliance with the requirements of the proper use of the College’s information system.
  • Working closely with the Director of Information Services manages and directs special projects related to contribution and constituent management, and works collaboratively with other College offices in the normal conduct of business related to the maintenance of constituent records.
  • Serves as the principal resource for information and problem resolution on contribution and constituent records to authorized personnel.
  • Supervises the daily work of the Demographics Records Clerk, and establishes strategic priorities, processes, and procedures for the collecting, recording, maintaining, and reporting of all constituent demographic information
  • Supervises the daily work of the Accounts and Records Assistant, and sets procedures and priorities for the recording and reporting of charitable financial transactions.
  • Performs other duties as assigned.


Bachelors degree required. 3-5 years of experience in a business office environment, preferably working with financial records, bookkeeping, or accounting is highly desirable. Familiarity with the principles of donor relations and stewardship is preferred.

Specific Skills and Abilities:

Computer proficiency and familiarity with electronic databases, strong accounting, analytic, organizational and communication skills, and an ability to work under deadline pressure and with strict attention to detail is required. Ability to manage others effectively.


Please review Hamilton's Benefits Summary for more information.

Application Procedure

Interested applicants should send a resume, letter of interest and contact information for three professional references to apply@hamilton.edu. Consideration of candidates will begin immediately and continue until the position is filled.

Hamilton College is an Affirmative Action, Equal Opportunity employer and encourages diversity in all areas of the campus community.

Posted 02/23/2016
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Contact Information

Human Resources

Philip Spencer House
College Hill Road
Clinton, NY 13323
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