Director, Biographical Records

Washington, D.C.
Jul 08, 2017
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution


Job Description Summary:

The Division of Development and Alumni Relations (DAR) is seeking a Director of Biographical Records for the George Washington University. DAR is responsible for leading the university's alumni and fundraising efforts and seeks to promote a culture of philanthropy throughout the university community, including alumni, students, parents, faculty, staff, corporations and foundations, patients and other friends. Our goal is to advance GWUs mission of excellence in education, research, scholarship, and patient care.

Reporting to the Assistant Vice President of Advancement Administration, the purpose of this position is to direct and administer all biographical records maintenance functions of the Constituent Records Department of the Division of Development and Alumni Relations, providing guidance to all staff within the department. It is essential for providing the necessary interfaces between the biographical records function and groups within and outside DAR, including line fundraising, communications, and alumni relations staff; student and human resources records; financial aid; and vendors outside the university who provide updated information to the advancement database.

As institutional advancement has become increasingly sophisticated over the last two decades, the need for a dependable data backbone has only increased. This position requires expertise in knowing the potential sources for the desired information-including social media and other sources, understanding of the complex computer databases on which it is maintained, proven ability to supervise the staff maintaining the data, and judgment to know how and when to release information within DAR and beyond.

This position provides functional guidance to Assistant Director and Constituent Records Coordinators in the performance of functions related to biographical records maintenance, manages and forecasts data projects and helps to facilitate data enhancement across division units with unique data needs, partnering with DIT, AVP-Advancement Services, and AVP-Advancement Administration on long-term projects, including the choice of software and university-wide data projects.

The Director, Biographical Records plans and administers the importing of biographical records information from external systems such as Banner, Luminate, National Change of Address (NCOA) from the university's magazine mailing house, and other biographical records research performed by third-party vendors.

This position also manages data quality control for all biographical records updates, making certain that all biographical data entered into the university's advancement database complies with departmental and university data policies, procedures, and protocols, particularly as delineated in the Family Education Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA).

The Director, Biographical Records manages the Assistant Director, Biographical Records, in the production of analytics on the state of biographical data within the university's advancement database, making recommendations for additional research that would enhance the data in areas of greatest need. This position also manages the Assistant Director, Biographical Records, in evaluating requests for biographical records information outputs for mailings, phone campaigns, e-mails, and other contacts of constituents on the university's advancement information system.

Additional duties include: directing the testing of enhancements and upgrades of central system software and other software and services pertaining to biographical records, directing the creation of policies, procedures, and protocols relating to biographical records coding, processing and reporting, managing the budget for Biographical Records along with DAR Finance Director and AVP, Advancement Administration and performing other work related duties as assigned.

Minimum Qualifications:

Qualified candidates will hold a Bachelor's degree in an appropriate area of specialization plus 8 years of relevant professional experience, or, a Master's degree or higher in a relevant area of study plus 6 years of relevant professional experience. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications: Preferred Qualifications:

A bachelor's degree or an equivalent combination of training, education, and experience is necessary.

Two years managing other employees, preferably a team of two or more.

Four years' experience in database record maintenance, biographic or demographic data management experience is necessary.

Ability to communicate effectively, both verbally and in writing is necessary.

Ability to work in a fast-paced environment and manage multiple projects and/or issues simultaneously is necessary.

Ability to work effectively with all types of people at all levels of the organization, both within and outside Constituent Records, is necessary

SQL skills are highly desirable.

Strong Excel skills highly desirable.


Campus Location: Foggy Bottom College/School/Department: Development & Alumni Relations Family Dev & Alumni Relations Sub-Family Constituent Records Stream Management Level Level 3 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: Monday - Friday (daytime hours) 8:30 AM-5:00 PM Position Designation: Essential: Employees who perform functions that have been deemed essential to maintaining business or academic operations. Employees are generally expected to work from home during an event and may be asked to physically report to work. Telework: No Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search Special Instructions to Applicants: Internal Applicants Only? No Posting Number: S006474 Job Open Date: 07/07/2017 Job Close Date: 07/26/2017 If temporary, grant funded or limited term appointment, position funded until: Background Screening Successful Completion of a Background Screening will be required as a condition of hire. EEO Statement:

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.

Posting Specific Questions
Required fields are indicated with an asterisk (*).
  1. * Do you hold a Bachelor's degree in an appropriate area of specialization plus 8 years of relevant professional experience, or, a Master's degree or higher in a relevant area of study plus 6 years of relevant professional experience?
    • Yes
    • No
  2. * What is your salary range expectation?
    (Open Ended Question)

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

Documents needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents


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