Human Resources

Title: Secretary/Data Entry
Classification: C2
Department: University Development

Job Summary: (Short summary of job duties - 1 to 2 sentences)

Maintains 200,000+ Record Databases and provides clerical support for the department.

Primary Duties & Global Responsibilities:

(Must be able to perform these duties; usually consist of more than 5% of your job.)

 Provides data entry of biographical demographics on all gifts and pledges received in University Development.

Receives information in various forms and determines the appropriate method of processing.

 Receives information from Prospect Researcher to incorporate into database.

 Receives and maintains constituent information as received.

Maintains address changes in database.

 Performs data entry directed by List Coordinator for mailings.

Maintains tracking number of returns and reason for every mailing.

Re-mails returned solicitation and publication materials received through "returned mail".

Researches correct database information on constituents.

 Researches and combines duplicate records in database.

 Performs weekly updates of GVSU personnel`s additions, departures and retirees.

 Maintains seasonal addresses for constituents.

 Updates family information of constituents.

 Works with Data Management Team on database processes and procedures.

 Train a student worker to be database support.

 Updates procedures manuals as needed.

Assists with correspondence to constituents

 Other related duties as assigned.

Secondary Duties & Responsibilities:

(Related duties in addition to primary duties and responsibilities, usually less than 5%).

 Publication recognition lists.

Assist/be cross trained in area such as thank you correspondence.

Help others during their heavy crunch time.

Minimum Required Qualifications:

High school graduate.

Minimum of two years of related work experience and/or relevant training.

Ability to work under pressure and meet deadlines.

Ability to maintain positive interpersonal relationships.

Ability to operate office equipment.

 Ability to provide quality customer service.

Ability to maintain satisfactory work performance and attendance records.

Possess strong verbal and written communication skills.

Type 45 wpm accurately; spelling competency (minimum 80% accuracy).

Experience with various computer software applications.

 Strong data entry skills.

Desired Qualifications: (Preferred in addition to required qualifications.)

Some college course work.

Experience in higher education.

Supervision Received: (Who provides supervision?)

Receives supervision and work assignments from a designated supervisor, although other staff members in the unit may provide work direction.

Supervision Exercised: (Whom do you supervise?)

May be responsible for the coordination of work assignments for student employees.

Revised Date: August 2004 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.