Advancement Data and Records Specialist - University Advancement

Scheduled Hours37.5

Position SummaryThe Advancement Data and Records Specialist reports to the Manager of Advancement Services 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 requires both accuracy and confidentiality.

Job Description

Primary Duties & 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.
• Alumni Survey intake and updates.
• Storage and destruction of 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:

• Mail and correspondence intake.
• 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.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications:

No specific certification is required for this position.

Work Experience:

Relevant Experience (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This JobWashington University seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

B.S. - Bachelor of Science - Computer Science

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

Working With Data Acquisition, Management, Cleaning, Organizing And Migrating (1 Year)

Skills:

Computer Assisted Research, Confidentiality, Customer Relationship Management (CRM), Data Research, Detail-Oriented, Document Imaging Software, Microsoft Dynamics CRM Applications, Microsoft SQL Server Administration, Nonprofit Organizations, Records Management, Self Motivation, Time Management, Time Prioritization, University Education

GradeG06-H

Salary Range$17.87 - $27.06 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment ScreeningAll external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA StatementWashington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity StatementWashington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.