Advancement Data and Records Coordinator (Time-Limited) - University Advancement

Scheduled Hours

37.5

Position Summary

The Data and Records Coordinator is part of the Advancement Services department of University Advancement (UA) at Washington University in St. Louis (WashU). The incumbent is responsible for the research, analysis and processing of complex donor biographic and demographic information according to departmental and university policies and guidelines. The duties of the Data and Records Coordinator impact the integrity of the university’s donor, alumni and prospect information, requiring both accuracy and confidentiality. The position reports to the Senior Associate Director of Records Management.

Job Description

Primary Duties & Responsibilities:

Records Management

• Research constituent data and apply problem-solving and critical thinking skills to ensure data thoroughness and accuracy in the University Advancement CRM, ARCH.
• Append, merge and purge donor, alumni and prospect records.
• Maintain donor biographic and demographic information in CRM in compliance with industry regulations and university policies.
• Research and respond to requests, inquiries, issues and new information via assigned ARCH Case requests.
• Execute tax receipts for contributions.
• Using analytical abilities, update records per alumni survey responses.
• Scan and index gift and biographic documents; ensure secure storage and proper destruction of Advancement Services documentation in compliance with regulations and policies.
  
  

Operations

• Perform daily operational functions as assigned including direct mail and correspondence intake.
• Organize check gift documentation for batches and log.
• Document and maintain internal documentation for position responsibilities and step-by-step tutorials to ensure efficiency and continuity in operational processes.
  
  

Data Hygiene

• Monitor regular and ad hoc audit reports to ensure data integrity and quality; address issues as needed.
• Complete biographical data hygiene projects that require research, analysis of data integrity, documenting research results and accessing third-party systems.
• Perform established risk controls for validating donor contact information changes and preferences including address, phone, email address and forwarding which may include use of third-party vendors (e.g. LexisNexis).
  
  

Teamwork and Collaboration

• Provide back-up to Gift Operations (gift processing) and Central Files (electronic imaging and remote deposit capture) during peak seasons, requiring competency in core duties and responsibilities in both areas.
• Collaborate with ARCH Team on system challenges, future phases, user acceptance testing, training and post-conversion projects.
• Provide exceptional customer service to internal and external customers.
• Coordinate with Mail & Receiving Services for the consistent and timely delivery of U.S. mail including heightened partnership during calendar year-end and university closure periods.
  
  

Perform other duties as assigned.

Working Conditions:

Job Location / Working Conditions

• Normal office environment.
• Hybrid work environment available.
• Incumbent is required to work overtime during high volume periods.
  
  

Physical Effort

• Typically sitting at desk or table.
• Repetitive wrist, hand or finger movement.
• Ability to move to on and off-campus locations.
  
  

Equipment

• Office equipment.
  
  

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.

Education:

Required Qualifications

High school diploma or equivalent high school certification.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

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

Preferred Qualifications:

More About This Job

• Proficient and highly accurate in records management processes.
• Aptitude to become a super-user of the UA CRM and document imaging/storage system.
  
  

This position is located in St. Louis, MO and the targeted hiring range for this position is $21.17 - $24.50 per hour.

This is a two-year, time-limited position with the possibility of extension or transition to a permanent role. It is full-time and benefits-eligible.

Education:

Preferred Qualifications

Bachelor's degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Analytical Thinking, Business, Collaboration, Communication, Confidentiality, Customer Service, Data Accuracy, Data Recording, Deadline Management, Detail-Oriented, Donor Reporting, Microsoft Office, Multitasking, Nonprofit Development, Problem Solving, Professional Integrity, Punctuality, Records Management, Salesforce (Software)

Grade

G08-H

Salary Range

$21.17 - $32.85 / 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 Screening

All 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 Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. 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, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.