Records Administrator

Job description


Please note: The Records Administrator position is part of the University of Colorado Foundation, a private non-profit organization. Although the Foundation works closely with the University, employees of the Foundation are not considered to be staff of the University. Additionally, note that this position resides at the University of Colorado Central Advancement office at 10901 W. 120th Avenue, Suite 200 in Broomfield.

The University of Colorado Foundation receives, manages, and prudently invests private support for the benefit of the University of Colorado.  Foundation employees are relationship-focused, alumni and donor-centric, collaborative, ethical, and results-oriented. They are committed to unwavering standards of excellence and consistently challenge themselves and each other to strive toward higher levels of achievement.

Job Summary
The Records Administrator assists with a wide variety of processes and procedures related to donor data received and processed by the Foundation for the benefit of the University of Colorado. S/He analyzes information and documentation from various sources and completes database record updates accordingly. This position researches and validates incoming data to ensure accuracy and data integrity. S/He responds to inquiries from Foundation and University staff as well as donors and resolves questions and concerns related to biographical information in the database.

Essential Duties

  • Responsible for specific areas of the daily records workflow, including analyzing and editing source information from varied sources to determine correct additions and modifications regarding entity records; researching biographical and demographic information (including but not limited to addresses, telephone numbers, date of birth, date of death, relatives, and employment information) using various approved internal and external vendors and websites and utilizing complex database system tools to load, view, and adjust data

  • Use current standards for indexing and coding within database to ensure that all data input is usable, recognizing and voicing when new standards are needed or standards are outdated and assisting in updating the necessary procedures

  • Work closely with Assistant Directors, Director, on ensuring data integrity/accuracy by identifying and correcting corrupt or inaccurate records

  • Assist the Records team in creating and maintaining documentation on processes and procedures

  • Ensure a high level of customer service is maintained when receiving and handling requests from internal and external customers, representing the Foundation and University in a positive and professional manner, including maintaining and responding to questions, requests, and concerns received via the Records e-mail inbox in Cherwell or the phone hotline

Other Duties
  • Perform administrative support, such as receiving and sorting mail, providing support for large bio-update projects, and assisting the team as needed
  • Perform other duties as assigned
Knowledge and Skills:
  • Ability to quickly acquire and apply new skills and knowledge for one or more processes or areas
  • Ability to maintain high level of accuracy while meeting deadlines
  • Ability to work on assignments that are moderately complex in nature where judgment and analysis is required in resolving problems and making recommendations
  • Effective interpersonal skills including the ability to maintain confidentiality
  • Solid customer service skills with the ability to communicate effectively verbally and in writing as well as using good judgment in situations requiring initiative and tact
  • Solid time and project management skills
  • Solid computer knowledge and ability to use word processing, email, spreadsheet and database software programs. Computer skills may be subject to testing/verification
  • Due to a high volume of data entry, inter-office correspondence, and donor correspondence, etc., an ability to type at an accurate speed of 45 words per minute is an absolute minimum requirement
Software and Equipment Utilized
  • Operate routine and non-routine office related equipment, including set up, adjustments and operational procedures (e.g., word processing equipment, personal computer, scanners, and digital copier/printer)
  • Operate a personal computer using word processing, spreadsheets, data-bases, or presentation applications, e.g. Microsoft Office Products (incl. Word, Excel and Outlook); Cherwell Service Management, PL/SQL Developer, CU instances of Oracle MDM and Oracle EDQ, and Ellucian Advance database software
Physical Demands and Working Conditions
  • Work in a normal office environment requiring light physical effort by handling objects up to 20 pounds occasionally and/or up to 10 pounds frequently
  • Stationary at a desk for most of day, working with standard office equipment (such as phone, fax and personal computer)

What we offer

Salary: The annual salary starts at $36,000.

Benefits:The University of Colorado Foundation offers an excellent benefits package including:

  • Insurance (medical, dental, vision, short and long-term disability, life);
  • 401(k) with up to 6% employer match;
  • Robust paid-time-off package;
  • Employee Tuition Reimbursement program.

QualificationsMinimum Qualifications:
  • Associate degree or a minimum of two (2) years of experience in a related field, or equivalent combination of education and experience required
  • Bachelor’s degree preferred
  • Minimum of one (1) year of data input, database and/or other directly related experience required

Job Category: Business Services
Primary Location: Denver
Schedule: Full-time
Posting Date: Mar 8, 2019
Unposting Date: Mar 31, 2019, 10:59:00 PM




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Job No:
Posted: 3/9/2019
Application Due: 4/1/2019
Work Type: