Constituent Records Specialist

Job description

Constituent Records Specialist

Tracking Code624-674 Job Description

Valparaiso University is currently accepting applications for a Constituent Records Specialist. The primary responsibilities of the Constituent Records Specialist position are to maintain accurate and up-to-date records for alumni, parents, corporations, foundations and other friends of the University. The Constituent Records Specialist also has a lead role in maintaining updated data entry policies and procedures. This individual must have exceptional analytical skills, a customer service-oriented attitude, and a high degree of proficiency in using the Advance database. As a part of the Research and Prospect Management Team the Constituent Records Specialist also assists with various research projects on an as needed basis.

Responsibilities include but are not limited to:

  • Accurately and efficiently enter biographical data into the Advancement database system, including but not limited to: Name; Address; Birth Date; Death Date; Personal Relationships (Marriages, Divorces, and Children); Employment; and Contact Notes.
  • Prioritize database updates received through the Advancement Updates email account.
  • Create new records in the Advance database.
  • Correctly process deceased records in the Advance database.
  • Correct any data errors in the database such as incorrectly deceased entities, duplicate entities, etc…
  • Conduct online research to determine correct alumni contact information.
  • Maintains current documentation of data entry procedures
  • Assists in developing data standards
  • Conduct online research to determine correct alumni contact information.
  • Interpret information from various sources to determine what changes need to be made in the Advance database.
  • Professionally communicate with University personnel, alumni, donors, and other constituents.
  • Oversees and assigns tasks to student aid(s) related to data entry and the maintenance of Advancement’s Master Files.
  • Attend meetings and training sessions as needed.
  • Special projects and other duties as assigned

Successful applicants will demonstrate a commitment to cultural diversity and the ability to work with individuals or groups from diverse backgrounds.

Employment at Valparaiso University will require a criminal background check.

To be considered for this position you must upload:

  • Cover letter
  • Resume
  • List of 3 professional references
  • Answer all the application questions

Please address cover letters to:

Sabrina Stradtner, Director of Research and Prospect Management
Valparaiso University
Valparaiso, IN 46383

Required Skills
    High level of computer proficiency required. Must have working knowledge of Microsoft Office (Word, Excel, etc…) as well as knowledge of manipulating and retrieving data from standard research tools such as business directories, various database sources, internet resources and written and electronic publications. Demonstrated ability to solve problems, manage multiple projects with competing priorities, and to meet challenging deadlines.Superior interpersonal skills with proven ability to work independently and proactively, yet function positively in a collaborative team environment, exhibiting an ability to form effective working partnerships with colleagues. Excellent written and oral communication skills.Ability to sit for prolonged periods of time at the computer.High degree of professionalism, ethical sensitivity, confidentiality, and discretion.
Required Experience
  • At least two years of data entry experience and at least one year of previous customer service experience. Previous experience in higher education or non-profit fundraising is preferred.
  • Experience with Advance database or other CRM database preferred.
Job Location Valparaiso, Indiana, United StatesPosition TypeFull-Time/Regular




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Job No:
Posted: 4/19/2019
Application Due: 5/31/2019
Work Type: