Database Records Specialist

 

Job Title: Database Records Specialist

Department: Advancement Information Systems

Campus Location: Main Campus

FLSA Status: Nonexempt/ Hourly

Position Type/ Work Schedule

• 2080 Hours per year
• 12 Months per year
• 40 Hours per week (Estimated)

About Us

Colorado College is a nationally recognized, residential liberal arts college with 2,100 students from around the world. Employees set the stage for student success by bringing their diverse experience and knowledge to the table. The college actively promotes a dynamic and inclusive environment in which students and employees of diverse backgrounds, cultures, and perspectives can learn and work.

Job Summary

The Database Records Specialist manages, interprets, collects, reviews and researches data from a variety of databases, some of which are administered by the Records department and apply standards, procedures and regulations to differing situations in order to maintain the data needs for the Advancement Services and other college departments.

Responsibilities

• Data Management:
  
  • Receive and manage new and updated information regarding address, employment, marital status, relationships, education, activities, interests from various sources such as returned mail, gift documents, alumni and parent surveys, data attachments, letters and phone calls; research and verify this information via phone calls, mailings, e-mail and internet searches.
  • Perform data entry in college constituent database system (CRM) while safeguarding the confidentiality of information; gather, review and manage information received from Advancement software systems including Emma, GiveCampus, 12Twenty, Blackthorn and PeopleGrove to update information; maintain hard copy files for Advancement constituents as needed.
  • Complete data transfers from secondary databases across campus, including Slate and Patron Manager and third-party data companies using API’s, ITS/Records developed processes, Salesforce plug-ins and Excel.
  • Review data from significant constituent loads including graduating students, new students, and new parents; provide input to continually improve the data load process.
  • Develop data integrity reports using Apsona and Salesforce; review data integrity reports, taking action to correct data errors; establish and maintain detailed, consistent and sound communication systems with key college units affected by data integrity issues.
  • Ensure and facilitate communication and collaboration amongst diverse groups to resolve data integrity issues and resolve issues of duplicate records.
  • Communicate directly with alumni, parents and other members of the college community regarding inquiries and requests to update information. Partner with various department staff and other constituents to solve problems and make decisions regarding student, alumni, parent, corporate and employee demographic data.
  • Assist in special database projects.
  • Participate in the process of identifying and implementing new procedures based on experience and assessment of organizational needs and input from other members of Advancement, with a focus on quality and operational efficiency.
  • Assist in the drafting and maintenance of procedures to reflect changes in operations.
• CRM Systems Support:
  
  • Extract data from GiveCampus, Blackthorn and Patron Managers and other platforms and evaluate data and complete data transfers.
  • Train end-users on the appropriate use of CRM platforms used in Advancement.
  • Partner with Advancement leadership and vendors to provide input for new software platforms.
  • Test new software in a systematic way to detect problem areas; develop reports that implementation team will use to correct errors.
• Other Duties:
  
  • Actively support the college’s commitment to be an antiracist institution by understanding, engaging with, and promoting diversity, inclusion, and equity in the college community.
  • Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe situations and accidents; following college procedures; and participating in appropriate safety training.
  • Demonstrate environmental sustainability by using college resources wisely and supporting the college’s sustainability initiatives and innovation.
  • Perform other duties as assigned.

Minimum Qualifications

• High school graduate plus a minimum of two years of experience in data entry and customer relations
• Experience in the use