Job Title: Associate Director of University Relations Information Services for Database Records
Location: University Relations Division
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 4582
Staff Posting Details

Position Description

The Associate Director of University Relations Information Services for Database Records devises and formulates data management policy for the Office of University Relations Information Services and is responsible for the integrity of all data maintained in the alumni and donor database (Millennium). The Associate Director leads the effort to obtain biographical information and updates from numerous electronic and campus resources and coordinates efforts with the Offices of Communications and Alumni & Parent Relations to obtain data from various additional sources including social media. The Associate Director manages key vendor relationships for the University Relations division, including those for online and electronic donation processing and the alumni online community. The Associate Director works closely with all University Relations staff members, as well as with numerous departments and divisions across campus, to manage the diverse data needs of the University and anticipate future projects related to alumni and donor information and related report output.

Responsibilities:

Essential Job Functions and Responsibilities:

• Organize staff duties to ensure timely and accurate entry of financial and biographic data, adherence to departmental and University policies and procedures, compliance with rules related to confidentiality, accountability, and auditability of biographic and gift information, ensure staff adhere to departmental biographic and gift entry policies and procedures and comply with CASE, CAE, IRS, and internal University of Puget Sound guidelines for gift accounting and receipting..
• Plan and implement a wide variety of data search and data load projects and utilize Millennium reporting tools, Crystal Reports software, MS Excel, as well as other campus database resources, to ensure efficient data loads from various sources in coordination with the Director.
Develop, edit, and upgrade Millennium reports based on user requests in coordination with the Director and the Assistant Director for Report Development and Analysis.
• Manage all efforts associated with the annual alumni reunion survey project and assist with additional ad-hoc survey efforts in support of the University Relations division.
• Manage vendor relationships pertaining to the electronic donation processing systems and develop and maintain online donation forms that allow donors to initiate gifts to the University through various online pages, including the University’s primary website.
Coordinate development of web forms for online giving and event registration for Annual Giving and Alumni & Parent Relations;
• Collaborate with the Director of Annual Giving to manage and execute the assignment of Annual Giving ask amount and solicitation segments (the Annual Giving roll program).
• Manage the volunteer tracking system in coordination with Alumni Relations, Annual Giving, Admissions, and other campus departments.
Work with Technology Services (TS) programmers to develop and maintain scheduled and ad-hoc data loads to and from PeopleSoft including, but not limited to, new record creation, student and parent/family data load processes, and weekly information updates.
• Communicate, collaborate, and coordinate with the OURIS director and staff in Technology Services and across other campus departments on technology issues affecting or related to common data maintained in Millennium, PeopleSoft, and/or other campus database systems.
• Develop data extracts, compile and verify data, and assist in the accurate reporting of data to annual surveys such as the Voluntary Support of Education (VSE), CASE Campaign Survey, US News, Princeton Review, Kaplan/Newsweek. Coordinate these data analysis and survey efforts with staff from the Office of Institutional Research.
• Coordinate with staff in Accounting and Budget Services on the creation of new gift funds, the exchange of gift batch data from Millennium to PeopleSoft, reconciling financial data between the two departments and each respective database system, and creation and management of reports provided to Accounting and Budget Services.
• In conjunction with the Director of OUR Information Services, participate in knowledge-sharing committees and/or teams from across campus to provide business process information, best practices, and recommendations for technology-related topics associated with the Office of University Relations.
• Oversee the selection and training of student staff members.
• Train new University Relations staff on the use of Millennium and the navigation of biographic and gift records screens, backup data, and files.
• Collaborate with Technology Services on authorizing access to data, systems, hardware, or other technology resources needed by Puget Sound staff and affiliates.
• In conjunction with the Director of OUR Information Services, serve as a technology liaison between OUR and Technology Services on desktop machines within University Relations.
• Provide Millennium training to staff outside of University Relations when requested and as appropriate based on job function of those outside OUR.
• Assist with/be responsible for other duties assigned by the Director of University Relations Information Services.
• Other duties as needed.

Supervisory Responsibilities

This position supervises 2.5 database records specialists and 6 student staff.

Budget Responsibilities

This position has no budget responsibilities.

Qualifications:

• A bachelor’s degree from an accredited institution plus four years of related experience.
• Supervisory experience with a proven ability to manage and instruct staff with varying levels of technical skill.
• Strong communication and organizational skills with an attention to detail and an understanding of the need for accuracy.
• Ability to work both as a team member and with minimal supervision.
• Experience working in higher education and especially in an alumni relations or development (fund-raising) office preferred.
• Experience with and/or a willingness to learn necessary technical skills for analyzing data quality and data entry. Familiarity with database structures and database programming.
• Broad experience working with various software packages on a personal computer as well as with a structured relational database system.
• Some knowledge of accounting procedures and federal requirements especially in regard to gifts and pledges preferred.
Prefer experience with Oracle database systems and SQL scripting. General experience with relational databases and database administration helpful.Ability to communicate clearly and precisely, both verbally and in written form, with people on many functional levels regarding computer use. A genuine enjoyment in working with people as well as technology.
• Experience with MS Access, Crystal Reports, MS SharePoint and other software tools that may improve the efficiency and accuracy of OURIS efforts.
• Ability to respectfully work, communicate and provide leadership within a diverse campus community.

Diversity Statement:

• We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
• We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
• We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: http://www.pugetsound.edu/about/diversity-at-puget-sound/

Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

This position is exempt from the provisions of the Fair Labor Standards Act.

Puget Sound offers a generous benefits package. For more information, visit: http://www.pugetsound.edu/about/offices--services/human-resources/overview-of-university-benefit/.

Application Deadline: Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

Applications submitted without the required attachments will not be considered.

• Resume
• Letter of Interest

All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment.

The University of Puget Sound is an equal opportunity employer.

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