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

About the role

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.

Primary Duties & Responsibilities

• 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.
• Respond to requests, inquiries, issues and new information via assigned ARCH Case requests.
• Execute tax receipts for contributions.
• 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.
• 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).
• 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.
• Cookierelate 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.

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

• 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.
• Cookierelate 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.

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.

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

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).

Salary Range

$21.17 - $32.85 / Hourly

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.