Data Management Specialist

About the University of Hawai’i Foundation:

The University of Hawaiʻi Foundation was established in 1955 to encourage private support for the University of Hawaiʻi. Today it is the central fundraising organization for the UH System and is contracted by the Board of Regents to be the sole provider of fundraising and alumni services. In addition to fundraising, the Foundation manages more than 7000 gift accounts for the benefit of the university and its students.

The UH Foundation is a private, institutionally related corporation designated as a 501(c)(3) organization by the Internal Revenue Service. It is a legally separate entity from the University of Hawaiʻi, the UH Alumni Association, and all other UH affiliates. However, the UH Foundation works closely with these organizations, as well as with others in the community, exclusively for the benefit of the university.

Our Vision

To inspire giving and partnership with the University of Hawaiʻi by fostering UH pride and passion among donors, alumni and the community.

Our Mission

To unite donors' passions with the University of Hawaiʻi's aspirations by raising philanthropic support and managing private investments to benefit UH, the people of Hawaiʻi and our future generations.

Our Values

Our values shape our relationships and guide our thinking and actions. By living our values, we build trust with our fellow employees, our donors, the university and the broader community.

Position Summary: 

The Data Management Specialist is responsible for directing and coordinating the maintenance of over 600,000 alumni, donor and other constituent records within the University of Hawai‘i Foundation (UHF) customer relationship management (CRM) application.  

Duties & Responsibilities: 

• Manages a team of part-time student staff who enhance records, trace lost alumni, and ensure information is updated in the CRM application. 
• Evaluates and implements improved workflow procedures for data management and integrity. 
• Ensures regular and timely updates when responding to constituent record updates and other data-related needs. 
• Cleans, transforms, and validates data files to prepare for loading into databases.
• Collaborates with cross-functional teams to identify and implement opportunities for automated data loading into the CRM, reducing the need for manual data entry.
• Reviews reports generated from the CRM application to verify the accuracy and consistency of constituent records.
• Manages a suite of CRM data integrity reports, ensuring issues are reviewed and addressed regularly.
• Prepares analytical and statistical constituent reports for internal and external use.
• Reviews business functions and policies to identify and implement record management best practices.
• Works collaboratively with other staff members to create and deliver CRM application training.
• Makes informed and responsible recommendations to management on improving records management and data integrity processes.  
• Documents CRM application data conventions and procedures for manual data entry and automations.
• Determines which user inquiries may be handled personally and which should be referred to other specialists.
• Perform other duties and activities in support of the UHF mission as requested.

 Job Qualifications: 

• Qualified candidates should have a solid background with experience using business applications and ability to understand complex business compliance issues.  
• Ability to manage data within a complex database.

• Proficient in using Microsoft Excel for data cleaning and manipulation.

• Working knowledge of Oracle SQL and PL/SQL preferred.
• Ability to communicate effectively, possess good organizational skills, utilize technical procedural writing skill to provide clear instructions for data entry staff, and be able to work collaboratively in a team environment 

• Ability to professionally interact with all levels of the university community.

• Strong attention to detail: the ability to outline a project and dive deep into the details to ensure quality and pride in getting it right
• Must be able to prioritize work, be proactive, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner.
• Proven track record of timely and successful completion of company projects
• Self-starter with ability to multi-task in a high-pressure, fast-paced, fast growth environment.
• Must be able to manage part-time UHF student staff, including training, assigning and reviewing work, and evaluating performance.

Essential Functions: 

• Ability to sit at a desk and use a computer for extended periods of time.
• Occasional standing, walking, bending, reaching, and lifting of light office items up to 25 lbs.
• Ability to operate general office equipment such as computer, printer, photocopier, scanner, phone system, etc.
• Hand-eye coordination and manual dexterity to use office equipment and handle paperwork.
• Visual acuity to read printed and electronic documents and computer screens.
• Ability to communicate verbally and in writing so others will understand.
• Hearing and speaking abilities for in-person, phone, and video conversations.

Benefits:

 UHF voluntarily pays 100% of the following –

• 10% 403(b) contributions after 7 months of employment – this is automatic and NOT dependent on the employee making any contributions
• Term life insurance
• AD&D insurance
• Short term disability insurance
• Long term disability insurance
• Tuition reimbursement after 1 year of employment
• Employee assistance program
• Generous PTO and paid holidays

 UHF voluntarily provides the following in which the company and employees share the cost – 

• Health, Prescription, Dental, and Vision Insurance
• Commuter benefits (parking, bus pass reimbursement)
• Free parking after 5 years of service

 Other benefits available for employees to purchase –

• Medical Flexible Spending Account
• Dependent Care Flexible Spending Account
• Insurance coverages for spouse and/or children
• Critical care insurance
• Legal insurance
• Pet insurance