Washington University in St. Louis
Position Summary
Position supports development and regular maintenance of system or database.
The Advancement Data and Records Specialist reports to the Senior Supervisor of Data Entry and is responsible for processing all levels of records management donor biographic and demographic information according to departmental and university policies and guidelines. Additional responsibilities include a focus on data quality, research, and analysis of complex records management, partnership with WU IT for troubleshooting data issues and maintaining pertinent field values, proper storage and destruction of records management documentation, and assists with business process maintenance. The duties of the Data and Records Specialist impact the integrity of the university’s donor information and require both accuracy and confidentiality.
Job Description
Primary Duties and Responsibilities
Records management data quality and risk mitigation:
- Create/setup new entities in University Advancement CRM.
- Maintain donor biographic and demographic information including, but not limited to contact info, relationships, statuses, university engagement, donor preferences in compliance with industry regulations and university policies.
- Perform alumni survey intake and updates.
- Store and destruct Records Management documentation.
- Review and clear data quality audit reports on a consistent basis in support of data quality efforts.
- Perform established risk controls for validating donor contact information changes and preferences, including address, phone, e-mail address and forwarding.
Daily operational functions, as assigned while maintaining separation of duties risk controls:
- Assist with mail and correspondence intake.
- Perform courier delivery coordination.
- Organize gift documentation batches.
- Check scanning system.
Perform assigned Research & Special Projects requiring accessing multiple third-party systems/services, analysis of data integrity, appropriately documenting research evidence for central files storage and recollection. Projects may include:
- Deceased constituents.
- Lost Alums.
- Returned mail.
- Duplicate entities.
- NCOA updates.
- Board of Trustees.
- New parents.
- New graduates.
- Parent’s Council.
- Alumni Board of Governors.
- Phonathon results.
- National Council.
- Fiscal Year giving club prospects.
Collaboration and Partnerships:
- Establish and maintain strong team coordination with all Advancement Services staff, specifically assist with Central Files during peak volumes.
- Maintain and enhance procedures for the processing and maintenance of Records Management updates to Advancement Services by other University Advancement departments.
- Partner with the Chancellor’s office on high-profile constituent updates, including Board of Trustee records.
- Participate and support the ARCH system project team related to data cleanup projects and training project staff on Records Management.
- Troubleshoot and communicate with WU IT on data related issues and changes.
- Coordinate with Mail Services for the consistent and timely delivery of mail processing, with heighted partnership during blackout periods.
- Work with Registrar to ensure clarity of student data integration with Advancement CRM.
Work mandatory overtime as required and perform other duties as assigned.
Preferred Qualifications
- Bachelor’s degree; major in business or a related field.
- Experience in higher-education setting, especially in a records management function.
Required Qualifications
- High school diploma or equivalent high school certification and at least three years of experience in business, database maintenance, and data entry.
- Strong experience in records management in the non-profit sector or related corporate experience.
- Ability to organize time and manage competing priorities.
- Self-motivated and able to work under moderate supervision.
- Ability to handle confidential material.
- Excellent attention to detail.
- Ability to learn the University Advancement CRM and the document imaging/storage system.
- Experience in accessing third-party online services for research purposes.
Please apply via https://jobs.wustl.edu/ and enter job# JR51616
