Description

The Records Management Specialist will investigate and maintain data integrity through thorough data entry into and management of the alumni database for the University of Oklahoma Foundation. The overall success of alumni engagement and fundraising programs depends on accurate data contained in constituent records in the database. The Specialist positively contributes to the overall fundraising operation by performing research on the University’s broad constituency (e.g., alumni, friends, corporations, foundations) and executing, as necessary, data integrity projects with the overall goal of improving data quality.

KEY RESPONSIBILITIES

• Assists the Director and Executive Director in routinely reviewing data integrity checks, ensuring output is accurate and reliable.
• Independently manages audit projects, providing valuable feedback for large-scale data management initiatives.
• Responds to requests from multiple sources, updating records promptly and in compliance with internal standards.
• Utilizes specialty services, such as Nexis for Development Professionals and iWave, to research and enhance the data for existing individual or organizational records or, when necessary, create new records.
• Verifies data accuracy using source documents and established data standards.
• Communicates clearly, both written and verbally, with Foundation and university staff.

Perform related responsibilities as required or assigned.

Requirements

REQUIRED QUALIFICATIONS

Knowledge, Skills, Abilities

• Meticulous attention to detail when inputting and modifying data.
• Strong communication and comprehension skills, including the ability to self-edit for grammar, spelling, and tone.
• Proficient with Microsoft Office Suite, including Word and Excel.
• Sound reasoning, discernment, critical thinking, and problem-solving. 
• Strong organizational skills to manage multiple projects simultaneously and meet all deadlines.
• Experience in following through on projects from initiation to completion without compromising quality or timeliness.
• Knowledge of, or willingness to learn respective rights, federal and international regulatory laws pertaining to records management, such as, but not limited to, the Donor Bill of Rights, IRS and CASE guidelines, FERPA, HIPAA, PECR, and GDPR.
• Willingness to learn and remain current on industry best practices.
• Highly reliable, adaptable, and flexible, with a focus on achieving goals.
• Adept at building and maintaining positive working relationships.
• Knowledge of, or willingness to learn how to attend and participate in virtual meetings in Microsoft Teams and Zoom.
• Ability to maintain confidentiality.

 Education/Experience

• Associate degree
• Two years of post-graduation work experience
• Working knowledge of computers 
• Experience using standard web browsers and email
• Ability to work independently on routine tasks and report on progress

 Preferences

• Bachelor’s degree
• Experience in database records maintenance

Note: This is not a remote position. This position involves substantial computer work in an open office environment. Standards of work will be measured, and accuracy is required.