Haverford College Seeks Records Information Specialist (Part-Time)

John Burk

The Records Information Specialist is responsible for entering and maintaining accurate and complete data in the Raiser’s Edge to support Institutional Advancement program and development efforts for alumni, parents, and friends, as well as overall constituent engagement with the College.



Position Summary

This 20-hours-a-week position (5 days/week x 4 hours) reports to the Gifts and Records Manager. The Specialist is responsible for: the timely and accurate entry of constituent information in Raiser’s Edge, both through manual data entry and the use of import tools; proactively researching and finding constituent information when missing to ensure thoroughness of record data; performing weekly data audits to monitor data integrity and correcting issues as necessary; working with Institutional Advancement staff and other colleagues to acquire information; and other duties as assigned.



Responsibilities

• Collect information from variety of sources to update database
• ​ Sources include:
  • Communication with constituents through phone calls, emails, and mail
  • Information from IA relationship managers
  • Updates received from the Registrar
  • Death notices from ObituaryData.com
  • Articles and class notes in Haverford Magazine
  • Updates from academic departments and faculty
  • Results from surveys and questionnaires
  • Email opt-outs from Mail Chimp account
• Run import tool daily
  • Upload alumni, parent, and friend information received from the online community
  • Analyze file data prior to import to ensure proper formatting and accuracy
  • Review imported data after upload to verify successful import, correct problems, and expand on import when needed.
  • Identify issues with import tool and recommend improvements and modifications
  • Test import tool changes as needed.
• Maintain electronic records
  • Research and find missing constituent data to ensure thoroughness of information in all records
  • Run weekly audit reports to review and correct information to maintain data integrity
  • Produce and distribute weekly Biographical Changes Report
  • Recommend changes and improvements to report based on changing needs of report recipients
  • Independently contribute ideas and process improvements, and look for creative ways of doing things, with the goal of providing exceptional customer service to internal and external customers
• Additional job responsibilities
  • Assist with gift processing as necessary
  • Other duties as assigned by Gifts and Records Manager

Job Skills and Functional Knowledge

• Proficiency with relational databases; Raiser’s Edge preferred
• 1-2 years of experience working with databases required
• Knowledge of and experience with online search tools
• Excellent typing skills required
• Above average attention to detail
• Strong organizational skills – able to multi-task and meet deadlines
• Ability to converse well on telephone in pleasant and clear manner
• Proficiency in Microsoft Office (Word and Excel)
• Demonstrate and maintain technical knowledge of the job and of related procedures and policies in order to provide quality support to the department and its constituents
• Begin assignments without prompting and maintain awareness of cyclical schedules and deadlines without reminders
• Maintain productivity in both quantity and quality of work while maintaining a high level of accuracy
• Appropriately plan, organize, and prioritize work in order to maximize the use of department resources
• Available to work authorized overtime as needed to meet heavy workload

Education and Experience

• High School diploma or equivalency required
• Bachelor’s degree preferred
• 1-2 years of experience in a professional office setting required

This non-exempt, part-time position is eligible for paid time off, as well as certain benefits outlined in the staff handbook.

 

To apply, please forward cover letter, resume, and three references to:

 

John Burk, Gifts and Records Manager

Founders 308

Haverford College

370 Lancaster Avenue

Haverford, PA 19041

jburk@haverford.edu