Advancement Data and Records Specialist - University Advancement

Scheduled Hours

37.5

Position Summary

The Data and Records Specialist 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, and must possess an enhanced level of problem-solving, process management and leadership skills. The duties of the Data and Records Specialist 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.
• Manage complex requests, inquiries, issues and information via assigned ARCH Case requests that require in-depth independent research and problem-solving skills.
• Assist supervisor with tracking department metrics.
• Execute, review and edit tax receipts for contributions; produce custom receipts as appropriate.
• Coordinate alumni survey response intake; using analytical abilities, assist team in updating records per survey responses.
• Scan and index gift and biographic documents; oversee the secure storage and proper destruction of Advancement Services physical and digital gift documentation in compliance with regulations and policies.
• Undertake more complex assignments to improve data integrity.
• Review and clear audit reports at assigned intervals in support of data quality efforts.
• In conjunction with supervisor, develop proactive strategies and processes to improve CRM data integrity.
• Team leader for duplicate ID resolution, duplicate records resolution and development of methods to proactively prevent their creation.
• Document and report functionality issues discovered in CRM; identify opportunities for enhanced functionality in future phases.
  
  

Operations

• Perform daily operational functions while maintaining separation of duties risk controls including direct mail and correspondence intake.
• Organize check gift documentation for batches and log.
• Maintain scanning stations and troubleshoot.
• Track major projects and ARCH Cases, assign to other team members, monitor progress, and follow-up as needed.
• Take a lead role in writing and maintaining process documentation for Records Management responsibilities and step-by-step tutorials ensuring efficiency and continuity in operational processes.
  
  

Data Hygiene

• Complete advanced biographical data hygiene projects that may require research, analysis of data integrity, documenting research results and accessing third-party systems.
• Oversee high level processes related to data integrity and quality including, but not limited to, regular audit report cleanup maintenance, NCOA process management, duplicate record merging and using tools to check for internal staff errors.
• Perform established risk controls for validating donor contact information changes and preferences including use of third-party vendors (e.g. LexisNexis).
  
  

Teamwork and Collaboration

• Establish and maintain strong team coordination within Advancement Services.
• Provide back-up to Gift Operations (gift processing) and Central Files (electronic imaging and indexing) during peak seasons, requiring competency in core duties and responsibilities in both areas.
• Partner with Office of the Chancellor on high-profile constituent updates that include Board of Trustee records.
• Interface with other WashU departments, as needed, including Office of the University Registrar and WU IT, to align data points across WashU and University Advancement systems.
• Collaborate with ARCH team on system challenges, future phases, user acceptance testing, training and post-conversion projects.
• Coordinate the consistent and timely delivery of U.S. mail with Mail & Receiving Services including heightened partnership during calendar year-end and university closure periods.
  
  

Management Support

• Provide functional supervision to Records Management staff.
• Participate in the interview process of Records Management job candidates.
• Assist with training and on-boarding new hires.
• Provide support to existing team members.
• Help to prioritize work assignments and monitor progress to ensure successful completion.
  
  

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

Associate degree

Certifications/Professional Licenses:

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

Work Experience:

Records Management (3 Years)

Skills:

Not Applicable

Driver's License:

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

Preferred Qualifications:

More About This Job

• Familiarity with SQL
• Proficient and highly accurate in all aspects of records management processes.
• Aptitude to become a super-user of the University Advancement CRM and document imaging/storage system.
  
  

This position is located in St. Louis, MO and the targeted hiring range for this position is $25.47 - $30.00/hourly.

Education:

Preferred Qualifications

No additional education unless stated elsewhere in the job posting.

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:

Accounting, Analytical Thinking, Coach Team Members, Collaboration, Communication, Confidentiality, Customer Service, Data Accuracy, Data Management, Deadline Management, Detail-Oriented, Donor Reporting, Independent Decision-Making, Leadership, Microsoft Office, Multitasking, Nonprofit Fundraising, Proactive Strategies, Problem Solving, Process Approach, Records Management, Salesforce (Software)

Grade

G10-H

Salary Range

$25.47 - $39.49 / 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.