Advancement Services Biographical Records Specialist

Apr 04, 2017
Institution Type
Four-Year Institution

Advancement Services Biographical Records Specialist

Worcester Polytechnic Institute

Department: Advancement Financial Services & Operations

Position Status: Administrative Non-Exempt Positions

Basic Function:
Primary responsibilities are related to the maintenance and research for the Advancement biographical records database (currently Ellucian's Banner Advancement product), which includes the records of over 100,000 individuals and organizations affiliated with the University. Also responsible for creation/oversight and maintenance of the constituent filing system and performance of special projects related to the biographical database.
Secondary responsibilities include providing support to gift recording operations for the following: assisting with basic gift recording during times of high volume, inactivating pledges, processing gift check deposits and credit card transactions, preparing donor tax receipts.

Principal Duties and Responsibilities

  • Verifies and updates constituent records as indicated by a variety of sources including returned mail, phonathon information, staff requests, Alumni Connect.
  • Responsible for creating new individual records in the Banner database, including education, employment, affiliations, and relationships with other constituents.
  • Perform research to locate lost alumni using a variety of internet resources and applications.
  • Research and create new companies in the Banner database. Maintain relationship data for companies and WPI constituents who are employed by them.
  • Monitor news clippings, create and monitor Google alerts for gathering information about WPI constituents, review commencement program, the WPI Journal and other publications for applicable constituent information.
  • Perform biographical records special projects as assigned by Supervisor. This includes organization of large data sets using Excel spreadsheets and coordinating data uploads with IT and third party vendors.
  • Monitor and code parental exclusion codes for parents of withdrawn students, as notified by the Registrar’s Office or the call center.
  • Work closely with Prospect Research to ensure the accuracy in the records of WPI’s most highly ranked prospects and provide information with respect to new information on potential prospects.
  • Sort and distribute incoming mail and perform the daily mail run/check pick-up process between UA Prescott St. offices and the main WPI Campus.**
  • Maintain Master Filing system and manage access to the files by UA staff members.*
  • Assist with basic gift recording, cash deposits, processing of credit card transactions, pledge inactivation, preparation of donor gift receipts, gift records filing.

    Position Requirements

  • Associates Degree plus minimum of two years work experience in a university or college environment.
  • Proficiency and high level of accuracy in working with multiple databases and managing the inflow of large amounts of data.
  • Basic research experience finding strategic information on individuals and corporations using a variety of online tools and applications.
  • Position requires organized, competent, dependable, productive, detail-orientated self-starter with strong experience in internet search engines and the Microsoft suite of business software applications. Familiarity with Ellucian Banner Advancement or other fundraising software and with or other customer relationship management software is desirable, a willingness and aptitude in learning new applications is required.
  • Excellent critical thinking skills and the ability to exercise good judgment and discretion in the handling of confidential and sensitive information.
  • Must be able to work under deadlines and complete projects in a timely manner.
  • Ability to prioritize and manage multiple projects, communicate effectively with internal and external community and work independently.
  • This position requires the development of an in-depth knowledge and comprehension of the Ellucien Banner System Advancement Module, particularly the various codes and procedures as they relate to biographical records. In addition, a working knowledge of all functions and positions within University Advancement is required in order to conceptualize and integrate the role of the alumni database as it relates to the activities of the division.

    Ability to physically lift 20 lbs. is required as this is related to the responsibilities associated with managing the physical filing system.

  • **Valid drivers license and the ability to physically climb stairs is required as this is related to responsibilities for the daily mail run/check pick-up process.

    Posting Date: 03/31/2017

    Open Until Filled: Yes

    Special Instructions to Applicants:
    This is a part-time position. This position will be 5 days, 28 hours per week.

    EEO Information:
    We are an Equal Opportunity Employer and do not discriminate against applicants due to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status or disability. We are looking for individuals who value creativity, diversity, inclusion, and collaboration.

    Criminal Background Check Statement:
    A pre-employment criminal records check is required.

    To apply, visit:

    WPI, the nation's third oldest private technological university, established in 1865 by New England industrialists John Boynton and Ichabod Washburn consists of 80 acres set in a safe, residential section of Worcester, Massachusetts—the second largest city in New England—home to 13 colleges, and situated 40 miles west of Boston.

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