Greater Chicago Midwest HERC

Position Classification

FT Staff Non Union

Position Summary

The Records Specialist’s primary function is maintaining current and accurate biographical and gift information in the University Advancement’s database, generating reports, and handling inquiries regarding bio records in the database.

The records specialist manages and organizes database records. Maintains accurate and updated information. The records specialists may also be responsible for developing and implementing record-keeping policies and procedures, training staff on proper record-keeping practices, and overseeing the secure disposal of confidential records. The records specialist must have strong organizational skills, attention to detail, and knowledge of data management software.

Essential Duties and Responsibilities

Record Maintenance 

• Work in collaboration with other team members to ensure the accuracy and integrity of all records regarding the database.
• Maintain coding for all alumni boards, councils, BOT, university leadership, and president’s list in the Advancement database.
• Deceased coding and reporting.
• Pending graduate clean-up.
• Maintain the NXT Portal.
• Coding for email/text/phone opted out.
• Identify data inconsistencies and develop, and implement solutions that ensure the highest possible data      integrity.
• Create new records and maintain existing records.
• Enter biographic, demographic, and professional information related to the constituent.
• Correct names, addresses, phone numbers, email addresses, employment records and other relevant      information.
• Provides backup support for gift processing.
• Reports – Create and develop alumni and non/gift reports.
• Research Deceased, duplicates, registrar verification, etc.

Documentation 

• Responsible for creating and enforcing request forms and policies and procedures related to records. 

Minimum Qualifications

• Education – Some college along with 5 years of experience in an office environment.
• Experience – Two years to five years (Equivalent combination of Education and Employment).

Preferred Qualifications

• 1-3 years of Raiser’s Edge/NXT Database or other development database experience.
• Experience with data processing in a non-profit / higher education setting.
• Experience maintaining CRM data including experience in report writing and analyzing data.

Knowledge, Skills, and Abilities

• Analytical Thinker.
• Knowledge of Microsoft Excel/Word.
• Data Entry.
• Excellent customer service skills.
• Good communication (oral and written), and organizational skills.
• Ability to work in a diverse setting (including University community/donors).
• Ability to work under deadline pressure and keep attention to detail and accuracy.
• Ability to multi-task and meet deadlines.
• Ability to work independently.

Physical Requirements

Job may require lifting light weight objects (1 to 10 pounds) with no repetitive bending or stooping. Occasionally lift average weight objects (1 to 10 pounds).

Work Environment

Regular exposure to favorable conditions such as those found in a normal office.

Additional Information

• Perform job duties independently with light supervision
• Ability to evaluate and recommend process improvements
• This role requires direct involvement with on-site operations
• This position demands a hands-on presence within the office

Salary/Pay Information

Commensurate with experience

Anticipated Schedule

Monday – Friday 8:30 a.m. – 5:00 p.m.

Employee Benefits

At the University of Detroit Mercy, we continually strive to provide a high-quality, comprehensive benefits package to our valued employees. We offer our employees the following benefits: 

· Medical -

         o Three health plans to choose from with a large national provider network

· Dental -

        o UDM’s School of Dentistry FREE to you and your dependents

        o Option to purchase additional dental plan through UNUM

· Vision - 

        o Exams and lenses every 12 months

· Health Savings Account and Flexible Spending Accounts offered.

· Employee Assistance Program -

        o Provided to everyone in your household.

· Short-Term and Long-Term Disability.

· Life and AD&D - 

         o One times base salary up to a hundred thousand dollars.

· Option to purchase additional life insurance, accident insurance, and/or critical illness insurance

· Tuition Remission Benefit for you, your spouse, and children. 

· Retirement Plan -

        o UDM provides matches up to 8%

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About University of Detroit Mercy

The University of Detroit Mercy has one goal - to help our students realize their dreams and ambitions. We fulfill that goal by offering challenging academic programs taught by talented, committed professors and supplemented by hands-on research, co-op, and internship opportunities.

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