Data Entry Coordinator
Job Title: Data Entry Coordinator
Classification: C3
Department: University Development
Updated: January 2019
Job Summary
Position oversees the donor data maintenance in a 300,000+ record database. This includes the data and the processes.
Essential Functions
- Oversees donor data update process including obits, employment and biographical process received from Development Staff.
- Data mines call reports from fund raisers to glean biographical information to update the database.
- Trains new employees, student workers, and temps for database support. Trains them in the proper why, where and office standards for the database.
- Provides training to all staff on millennium fields and correct interpretation of data sets.
- Responsible for assuring that the data on biographical demographics of donors including on gifts and pledges received in University Development.
- Uploads and evaluates information in various forms and determines that appropriate method of processing.
- Responsible for managing database audits.
- Responsible for management and incorporation of information received from varied sources, both internal and external, via many vehicles, to incorporate into database (constituent and address).
- Responsible for managing database audits.
- Responsible for management and incorporation of information received from varied sources, both internal and external, via many vehicles, to incorporate into database (constituent and address).
- Responsible for maintenance of address changes.
- Responsible for data entry to be used by List Coordinator for mailings.
- Responsible for the returned mail process including updating information through address correction, phone append, e-mail append.
- Responsible for re-mailing returned solicitation and publication materials received through “returned mail”.
- Conducts or supervises student employees as they research of correct database information on constituent.
- Responsible for researching and combining duplicate records, including gift history.
- Responsible for weekly updates of GVSU personnel’s additions, departures and retirees.
- Responsible for maintaining accurate seasonal addresses including time frames.
- Responsible for updating family information of constituents.
- Responsible for coordination of gift intake process.
- Work with University wide Data Integrity Group on Millennium database processes, procedures and data standards.
- Proof publication recognition lists.
- Participates in the receipting/thank you process to assure timeliness and accuracy of receipt and data elements.
- Cross-trained in key Development Services functions to provide support during heavy work volume.
- Other related duties as assigned.
Non-Essential Functions
Not Applicable
Required Qualifications
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Demonstrated ability for positive interaction with tact and diplomacy regarding donor and department concerns.
- Office support experience.
- Experience with multiline phones.
- Demonstrated accuracy and ability to multi-task.
- Ability to work under pressure and meet deadlines.
- Demonstrated ability to successfully work independently, organize own work and coordinate work activities of others and coordinate work activities of others.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Possess excellent grammar and proofreading skills.
- Typing & spelling competency.
- Experience with desktop computer software applications including the Microsoft Office Suite with emphasis on Outlook appointments and scheduling.
- Ability to handle information in a confidential and sensitive manner.
- Ability to operate office equipment.
- Ability to provide quality customer service.
Preferred Qualifications
- Some college course work.
- Experience in higher education.
- Supervisory experience.
Supervision Received
Receives supervision and work assignments from a designated supervisor, although other staff members in the unit may provide work direction.
Supervision Exercised
May direct the work of student employees.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.