Data Collection Specialist
- Employer
- University of Georgia
- Location
- Athens, Georgia (US)
- Salary
- $38,480+ commensurate with qualifications and experience
- Date posted
- Jan 9, 2025
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- Position Type
- Administrative, Business & Administrative Affairs, Administrative & Office Assistants
- Employment Level
- Entry-Level
- Employment Type
- Full Time
- Institution Type
- Public Four-Year Institutions
Job Details
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.
Minimum Qualifications
Requires are least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Special Instructions to Applicants
This position is structured as a permanent position within the Division of Development & Alumni Relations. We are unable to sponsor a work visa for this position.
Knowledge, Skills, Abilities, and/or Competencies
- Strong attention to detail and demonstrated ability to analyze data
- Strong organization, prioritization, and time management skills
- Strong reading comprehension skills
- Excellent verbal and nonverbal communication skills and the ability to deal effectively and professionally with a variety of persons
- Self-starter, takes initiative, and can work independently as well as in a team environment
- Ability to follow directions and meet deadlines
- Ability to receive constructive feedback on a regular basis pertaining to overall performance and internal metrics
- Demonstrated superior customer service skills
- Proficiency in Microsoft Excel and Microsoft Word
- High standard of professionalism and adherence with confidentiality
- Ability to adapt to new technology
- Display learning agility which is the ability and willingness to learn from experience and apply that to new situations in a successful manner
- Communicates and employs interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct
Additional 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 to CASE standards and commonly accepted industry standards relating to fundraising reporting are expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.
Duties/Responsibilities
(60%)
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, CRM system including FERPA, 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.
(25%)
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.
(5%)
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.
(5%)
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.
(5%)
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.
About the University of Georgia
Since our founding in 1785, the University of Georgia has operated as Georgia’s oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.
About the Division of Development and Alumni Relations
The Division of Development and Alumni Relations at the University of Georgia advances the goals, objectives, and priorities of the university by generating private financial support, building, and maintaining relationships with alumni and donors, and assisting students with career development opportunities.
About the Office of Advancement IT, Records Management Unit:
The Records Management Unit is responsible for maintaining the alumni, donor, and prospect database with current and accurate constituent information. We also maintain any information pertaining to other businesses and organizations that provide financial or other types of support. Data is gathered from sources across campus as well as via the web about employment, contact information, student activities, etc. The department is responsible for automated and manual uploads from the Office of the Registrar, Human Resources, Admissions, and various other vendors.
EEO Policy Statement
The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).
USG Core Values Statement
The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.
Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.
Company
As the birthplace of public higher education in America, the University of Georgia has inspired generations of entrepreneurs, researchers, and citizens to change the world since its founding in 1785.
The University of Georgia, a land-grant and sea-grant university with statewide commitments and responsibilities, is the state’s oldest, most comprehensive, and most diversified institution of higher education. Its motto, “to teach, to serve, and to inquire into the nature of things,” reflects the University’s integral and unique role in the conservation and enhancement of the state’s and nation’s intellectual, cultural, and environmental heritage.
The University of Georgia shares with the other research universities of the University System of Georgia the following core characteristics:
- a statewide responsibility and commitment to excellence and academic achievements having national and international recognition;
- a commitment to excellence in a teaching/learning environment dedicated to serving a diverse and well-prepared student body, to promoting high levels of student achievement, and to providing appropriate academic support services;
- a commitment to excellence in research, scholarship, and creative endeavors that are focused on organized programs to create, maintain, and apply new knowledge and theories; that promote instructional quality and effectiveness; and that enhance institutionally relevant faculty qualifications;
- a commitment to excellence in public service, economic development, and technical assistance activities designed to address the strategic needs of the state of Georgia along with a comprehensive offering of continuing education designed to meet the needs of Georgia’s citizens in life-long learning and professional education;
- a wide range of academic and professional programming at the baccalaureate, master’s, and doctoral levels.
With its statewide mission and core characteristics, the University of Georgia endeavors to prepare the University community and the state for full participation in the global society of the twenty-first century. Through its programs and practices, it seeks to foster the understanding of and respect for cultural differences necessary for an enlightened and educated citizenry. It further provides for cultural, ethnic, gender, and racial diversity in the faculty, staff, and student body. The University is committed to preparing the University community to appreciate the critical importance of a quality environment to an interdependent global society.
- Website
- http://www.uga.edu/
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