Data Collection Specialist

University of Georgia

retirement plan

United States, Georgia, Athens

Jan 08, 2025

Posting Details

Posting Number	S13090P
Working Title	Data Collection Specialist
Department	DAR-Records
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 College/Unit/Department	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. 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.
College/Unit/Department website	https://give.uga.edu/ and https://dar.uga.edu/
Posting Type	External
Retirement Plan	TRS
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	8:00am-5:00pm
Advertised Salary	$38,480+ commensurate with qualifications and experience
Posting Date	01/08/2025
Open until filled	Yes
Closing Date
Proposed Starting Date	03/01/2025
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.
Location of Vacancy	Athens Area
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.

Position Information

Classification Title	Office/Clerical Assistant
FLSA	Non-Exempt
FTE	1.00
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.
Preferred Qualifications	Associate's or bachelor's degree preferred with any related experience, such as data entry, Microsoft suite of products, Blackbaud products, CRM database systems. Exhibits behavior that supports the mission, vision, and values of the University of Georgia.
Position Summary	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 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.
Physical Demands	Work in a standard office environment Sit and work at a computer workstation for an extended amount of time Work using electronic mail, telephone, face-to-face discussions, paper form correspondence Communicate effectively in writing, speaking, and listening Apply skills and knowledge across a variety of tasks to perform successfully in new situations Organize and establish priorities; Remember detail; multi-task Lift and/or move up to 20 pounds Walk, stand, stoop, lift, kneel, climb
Is driving a responsibility of this position?	No
Is this a Position of Trust?	Yes
Does this position have operation, access, or control of financial resources?	No
Does this position require a P-Card?	No
Is having a P-Card an essential function of this position?	No
Does this position have direct interaction or care of children under the age of 18 or direct patient care?	No
Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)	Yes
Credit and P-Card policy	Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.
Background Investigation Policy	Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

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, 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.

Percentage of time

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.

Percentage of time

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.

Percentage of time

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.

Percentage of time

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.
Percentage of time	5