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Advancement Data and Records Specialist - University Advancement | Washington University in St. Louis - Military Veterans

at Herc - Missouri

Scheduled Hours 37.5 Position Summary 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 universitys donor information and requires 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. 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 Parents 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 Chancellors 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 Bachelors degree, major in business or related field is strongly preferred. Experience in higher-education setting, especially in a Records Management function. Strong experience in Records Management in the nonprofit 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. Required Qualifications High school diploma or equivalent high school certification. Two years of related work experience. Grade G06-H Salary Range $17.14 - $25.70 / 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. Accommodation If you are unable to use our online application system and would like an accommodation, please email  or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request. 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 Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at to view a summary of benefits. EEO/AA Statement Washington 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 Universitys 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 Statement Washington 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. Applicant Instructions When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two Quick Apply? options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the Quick Apply? page by clicking Next? at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a LinkedIn feature, which allows you to apply by using your LinkedIn profile to populate some of the job application fields.

Clayton, MO

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