Data Collection Specialist

Data Collection Specialist

This position reports to the Assistant Manager of Records Management and works closely with the Associate Director of Records and colleagues in the unit. The position is primarily responsible for data entry and maintenance of all University of Georgia donor and alumni information. This includes the processing of biographical updates of donor and alumni data received from fundraisers, alumni, and other campus databases. Data entry varies in complexity in relation to projects that range from daily to annual time frames. This position is critical to advancing the University's fundraising mission by proactively seeking biographical updates as well as processing information provided to the department regarding all constituents.

Knowledge, Skills, Abilities and/or Competencies - Strong attention to detail and demonstrated ability to analyze dataStrong organization, prioritization, and time management skillsStrong reading comprehension skillsExcellent verbal and nonverbal communication skills and the ability to deal effectively and professionally with a variety of personsSelf-starter, takes initiative, and can work independently as well as in a team environmentAbility to follow directions and meet deadlinesAbility to receive constructive feedback on a regular basis pertaining to overall performance and internal metricsDemonstrated superior customer service skillsProficiency in Microsoft Excel and Microsoft WordHigh standard of professionalism and adherence with confidentialityAbility to adapt to new technologyDisplay learning agility which is the ability and willingness to learn from experience and apply that to new situations in a successful mannerCommunicates and employs interpersonal actions that model high standards of professional, responsible, accountable, and ethical conductAdditional Division Expectations:Through open, honest, and respectful communication, all staff, supervisors, and colleagues of the Division of Development & Alumni Relations are expected to interact with fairness, compassion, and decency. All employees will be held accountable for meeting the expectation of promoting a stable, productive, and healthy work environment.Adherence toCASEstandards and commonly accepted industry standards relating to fundraising reporting are expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.

Physical Demands - Work in a standard office environmentSit and work at a computer workstation for an extended amount of timeWork using electronic mail, telephone, face-to-face discussions, paper form correspondenceCommunicate effectively in writing, speaking, and listeningApply skills and knowledge across a variety of tasks to perform successfully in new situationsOrganize and establish priorities; Remember detail; multi-taskLift and/or move up to 20 poundsWalk, stand, stoop, lift, kneel, climb

Duties/Responsibilities - Process biographical updates received from various sources (e-mail, phone, automatic downloads, campus requests, online sources, print media, social networking sites) regarding alumni, students, and donor/friends to maintain the University's central database of over 900,000 entities.Process emails assigned via the departmental email account; Through critical thinking, interpret requests from campus users and other constituents based on well-developed critical thinking skills; Respond in timely manner to all requests either verbally or in written format upholding departmental and University standards for confidentiality.Phone requests or updates from campus or external constituents should be handled in a prompt and discretionary manner. Strong customer service skills are required in handling concerns or complaints directed towards the department.Each business day, from UGA's call center ftp site, obtain the files containing biographical updates, employment information and deceased. Use files to manually process all updates accordingly.Search and process real-time including but not limited to deaths, marriages, name changes and employment changes of constituents using sources such as newspapers, vendors, magazines, and online sources.Compare current Constituent Relationship Management (CRM) system data to determine accuracy of independently researched information or information provided by non-departmental employees.Provide updates to assignments and tasks on a daily basis within the departmental project management system.Monitor and update accordingly information provided in campus publications and online resources for class note information.Scan or direct image documentation for confirmation of research, updates, constituent profiles, etc.Establish relationships between family members, employers, etc. based on research conducted or via submitted updates.Establish new corporate/foundation/government/educational institution records based on departmental practices.Uphold University confidentiality standards throughout all tasks, projects, and assignments. Confidentiality procedures can apply to paper sources,CRMsystem includingFERPA, social security numbers, banking, and credit card information and other personally identifying information.Investigate and research accurateness of updates being made via internal documents, microfiche, printed sources, and online resources including public sites/social media as well as sites in which department maintains membership requiring login authentication.

Duties/Responsibilities - Add new constituents, friends, and student records to the system. Assimilate new records (faculty/staff, parents, active students, and semester graduates) downloaded onto the system. Update biographical information accordingly.Collaborate with co-workers on large projects both scheduled and on a request basis.Communicate with fellow employees regarding progress, concerns, questions, etc. in a timely manner.Examine information for accuracy following imports from Human Resources and the Office of the Registrar regarding faculty, staff, students, and graduates.Reconcile new records and updates using audit reports.Verify accuracy of information obtained from outside vendors related to data enhancement uploads.

Duties/Responsibilities - Verify and update lists provided by and for the President's Office and honor roll name formats.Verify accuracy of lists/group members maintained for presidential mailings in relation to holiday cards, the annual report for donors and quarterly newsletters.Monitor Honor Roll listings for recognition credit of less than $1500 for necessary name format changes on both individual and joint listings.

Duties/Responsibilities - Explore and pursue all available resources that can promote the acquisition of information required by this department to produce a complete data file, i.e., updated addresses, e-mails, current names, relationship information and dates of death, etc.Investigate and research accurateness of updates being made via internal documents, microfiche, printed sources, and online resources including public sites as well as sites in which department maintains membership requiring login authentication.Research social media websites and other online information for sources of biographical data. Monitor sites as necessary for updates.Monitor news website or newspaper for organization/corporation changes such as mergers, acquisitions, closings, name changes new divisions, etc.

Duties/Responsibilities - Monitor Prequalification and Professional Notes report based on information input by the division units to update records accordingly.Investigate and research accurateness of updates being made via internal documents, microfiche, printed sources, and online resources including public sites as well as sites in which department maintains membership requiring login authentication.