Lahey Health Records Specialist - Philanthropy in Burlington, Massachusetts


Position Summary:

Reporting to the Director of Records and Gift Administration, the Philanthropy Records Specialist coordinates all aspects of the gift acceptance, coding, data entry, daily reconciliation, and receipt processes. In addition, the Philanthropy Records Specialist prepares various deposits and works closely with Lahey Finance to reconcile gift receipts on a daily basis.

Essential Duties & Responsibilities including but not limited to:

Gift Coding/Preparation

A. Receives all incoming donations, pledges and payments, grants, sponsorships, online transactions, stock and wire transfers, event registrations, and other forms of support for Lahey Health

B. Provides timely communication to prospect managers when donations are received

C. Scans, copies and/or distributes documentation per department policies and procedures.

D. Accurately codes all items in A above for donor records(s), tribute information, gift designation, proposal or event information, and other necessary data. May require creating constituent records, proposals, tributes, etc.; investigating biographical information; and/or communicating with donors or colleagues, etc.

E. Coordinates with supervisor and/or other staff to obtain needed information and/or resolve gift-related issues

F. Sorts all items in A above by appropriate affiliate, gift type, etc. according to department policies and procedures.

Gift Entry/Receipting

A. Processes all gifts, pledges, etc. in A above on a daily basis; accurately enters all necessary data elements, including appropriate dates, donor, amount, fund, campaign, appeal, package, solicitor, payment method, affiliate, tributes, soft credits, etc.

B. Updates donor biographical information as needed.

C. Manages credit card processing and recurring donations.

D. Ensures that all batch totals reconcile with transactions entered into the donor database.

E. Produces accurate receipts for all affiliates; ensures they are mailed within the 24-48 hour timeframe

F. Produces honoree and next of kin notification correspondence according to department policies and procedures.

G. Maintains and files donor and gift documents (paper and electronic) in an organized and confidential manner.

Reconciliation & Deposits

A. Executes and reviews queries, or utilizes other tools, for quality assurance; identifies discrepancies in solicitor crediting, affiliate coding, campaign/fund/appeal/package coding, proposal and/or event linking, etc.; and makes appropriate changes as needed.

B. Prepares daily reports from the donor database.

C. Reconciles batches with daily reports and prepares batches for daily deposit.

D. Prepares and distributes the daily gift report for Philanthropy staff and Lahey leadership

E. Prepares daily reports for Lahey Finance for all affiliates and sends to identified contacts.

F. Ensures affiliate transport of gifts runs smoothly; coordinates special pick ups

G. Serves as a resource to Lahey Finance, Philanthropy staff, and others for providing gift documentation, reports, etc.


A. Identifies and makes recommendations for new and efficient ways to manage the work of Gift Administration

B. Supports the Corporate Matching Gift Program as needed.

C. Supports the Colleague Giving Campaign and payroll deduction/PTO giving as directed.

D. Attends meetings, seminars and functions as required. Participates in educational programs and in-service meetings.

Organizational Requirements:

Maintain strict adherence to the Lahey Health Shared Services Confidentiality policy.

Incorporate Lahey Health Shared Services Standards of Behavior and Guiding Principles into daily activities

Comply with all Lahey Health Policies.

Comply with behavioral expectations of the department and Lahey Health.

Maintain courteous and effective interactions with colleagues, donors, and patients.

Demonstrate an understanding of the job description, performance expectations, and competency assessment.

Demonstrate a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.

Participate in departmental and/or interdepartmental quality improvement activities.

Participate in and successfully complete Mandatory Education.

Perform all other duties as needed or directed to meet the needs of the department.


Minimum Qualifications:

Education: High School diploma or equivalent required

Licensure, Certification & Registration: N/A

Experience: 1-3 years experience in philanthropy operations, gift processing/records management and/or general office operations required; knowledge of financial controls, gift acceptance, gift accounting, information systems preferred. Familiarity with Raiser?s Edge and Omatic products preferred.

Skills, Knowledge & Abilities:

  • Excellent oral and written communication skills; the ability to interact courteously and effectively with internal and external contacts at all levels.

  • Excellent organizational skills and the ability to prioritize work to meet defined goals and objectives within stated deadlines.

  • Ability to work independently and as a productive member of a team.



About Lahey Health

At Lahey Hospital & Medical Center, as one of the world's premier health care organizations, we provide superior health care leading to the best possible outcome for every patient. We exceed our patients' high expectations for service each day. We also help advance medicine through research and the education of tomorrow's health care leaders

We care for our patients with compassion and openness, unsurpassed expertise, a drive for continuous learning improvement, and with respect, caring, teamwork, excellence and commitment to doing our personal best.

Join our team and our mission of excellence by applying today!

How To Apply

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Lahey Colleagues please apply directly through Colleague Connection using your Login and Password.

Lahey Health

Administrative Support

Lahey Health is committed to equal opportunity. We recruit, hire, train and promote without discrimination due to race, color, religion, gender, sexual orientation, national origin, ancestry, marital status, age, disability, citizenship, veteran status, or any other protected job status. Lahey Clinic provides equal employment opportunities to minorities, females, veterans, and disabled individuals, as well as other protected groups. Please click here to view the "EEO is the Law" poster.