Data Collection Specialist

Job description

Posting Details

Posting Details

Posting NumberS04155PWorking TitleData Collection SpecialistDepartmentDAR - RecordsAbout the University of Georgia

The University of Georgia (UGA), a land-grant and sea-grant university with statewide commitments and responsibilities is the state’s oldest, most comprehensive, and most diversified institution of higher education ( UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA was founded in 1785 by the Georgia General Assembly as the first state-chartered University in the country. UGA employs approximately 1,800 full-time instructional faculty and more than 7,600 full-time staff. The University’s enrollment exceeds 36,000 students including over 27,500 undergraduates and over 8,500 graduate and professional students. Academic programs reside in 17 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

About the College/Unit/Department

Division of Development and Alumni Relations
The Division of Development and Alumni Relations at the University of Georgia advances the goals, objectives, and priorities of the university by generating private financial support, building and maintaining relationships with alumni and donors, and assisting students with career development opportunities.

Office of Advancement Services, Records Management Unit:
The Records Management Unit is responsible for maintaining the alumni, donor, and prospect database with current and accurate constituent information. We also maintain any information pertaining to other businesses and organizations that provide financial or other types of support. Data is gathered from sources across campus as well as via the web in reference to employment, contact information, student activities, etc. The department is responsible for automated and manual uploads from the Office of the Registrar, Human Resources, Admissions and various other vendors.

College/Unit/Department website and TypeExternalRetirement PlanTRSEmployment TypeEmployeeBenefits EligibilityBenefits EligibleFull/Part timeFull TimeWork ScheduleAdditional Schedule Information


Advertised SalaryCommensurate with qualifications and experiencePosting Date10/17/2019Open until filledYesClosing DateProposed Starting Date11/01/2019Special Instructions to ApplicantsLocation of VacancyAthens Area EEO Policy Statement

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.

Position Information

Classification TitleOffice/Clerical AssistantPay GradeFLSAJob FamilyAdministrativeFTE1.00Minimum Qualifications

Requires are least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

Associate’s or bachelor’s degree preferred with any related experience, such as data entry, Microsoft suite of products, Blackbaud products, CRM database

Position Summary

This position reports to the Associate Director of Records Management and also works closely with the Data Collection and Quality unit’s Team Leader. The position is primarily responsible for data entry and maintenance of all University of Georgia donor and alumni information. This includes the processing of biographical updates of donor and alumni data received from fundraisers, alumni, and other campus databases. Data entry varies in complexity in relation to projects that range from daily to annual time frames. This position is critical to advancing the University’s fundraising mission by proactively seeking biographical updates as well as processing information provided to the department regarding all constituents.

Knowledge, Skills, Abilities and/or Competencies

•Strong attention to detail and demonstrated ability to analyze data
•Strong organization, prioritization, and time management skills
•Strong reading comprehension skills
•Excellent verbal and nonverbal communication skills and the ability to deal effectively and professionally with a variety of persons
•Self-starter, takes initiative, and can work independently as well as in a team environment
•Ability to follow directions and meet deadlines
•Ability to receive constructive feedback on a regular basis pertaining to overall performance and internal metrics
•Demonstrated superior customer service skills
•Proficiency in Microsoft Excel, Microsoft Access, and Microsoft Word
•High standard of professionalism and adherence with confidentiality
•Ability to adapt to new technology
•Display learning agility which is the ability and willingness to learn from experience and apply that to new situations in a successful manner.
•Exhibits behavior that supports the mission, vision and values of the University of Georgia
•Communicates and employs interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct
•Work using electronic mail, telephone, face-to-face discussions, paper form correspondence
•Communicate effectively in writing, speaking, and listening
•Apply skills and knowledge across a variety of tasks to perform successfully in new situations
•Organize and establish priorities; Remember detail; Multi-task

Additional Division Expectations:
•Through open, honest, and respectful communication, all staff, supervisors, and colleagues of the Division of Development & Alumni Relations are expected to interact with fairness, compassion, and decency. All employees will be held accountable for meeting the expectation of promoting a stable, productive, and healthy work environment.
•Adherence to CASE standards and commonly accepted industry standards relating to fundraising reporting are expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.

Physical Demands

•Work in a standard office environment
•Sit and work at a computer workstation for an extended amount of time
•Work using electronic mail, telephone, face-to-face discussions, paper form correspondence
•Communicate effectively in writing, speaking, and listening
•Apply skills and knowledge across a variety of tasks to perform successfully in new situations
•Organize and establish priorities; Remember detail; Multi-task
•Lift and/or move up to 20 pounds
•Walk, stand, stoop, lift, kneel, climb

Is driving a responsibility of this position?Does this position have operation, access, or control of financial resources?NoDoes this position require a P-Card? NoIs having a P-Card an essential function of this position? NoDoes this position have direct interaction or care of children under the age of 18 or direct patient care?NoDoes this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)YesCredit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.



Process updates received from various sources (e-mail, phone, gift batches, automatic downloads, campus requests, online sources, print media, social networking sites) regarding alumni, students and donor/friends to maintain the University’s central database of over 800,000 entities.
•Process emails assigned via the departmental email account; Through critical thinking, interpret requests from campus users and other constituents based on well-developed critical thinking skills; Respond in timely manner to all requests either verbally or in written format upholding departmental and University standards for confidentiality.
•Phone requests or updates from campus or external constituents should be handled in a prompt and discretionary manner. Strong customer service skills are required in handling concerns or complaints directed towards the department.
•Each business day, from UGA’s call center ftp site, obtain the files containing biographical updates, employment information and deceased. Use files to manually process all updates accordingly.
•Search and process real-time including but not limited to deaths, marriages, name changes and employment changes of constituents using sources such as newspapers, vendors, magazines and online sources.
•Compare current Constituent Relationship Management (CRM) system data to determine accuracy of independently researched information or information provided by non-departmental employees.
•Scan or direct image documentation for confirmation of research, updates, constituent profiles, etc.
•Establish relationships between family members, employers, matching gift companies, etc. based on research conducted or via submitted updates.
•Establish new corporate/foundation/government/educational institution records based on departmental practices.
•Uphold University confidentiality standards throughout all tasks, projects and assignments. Confidentiality procedures can apply to paper sources, CRM system including FERPA, social security numbers, banking and credit card information and other personally identifying information.

Percentage of time70 Duties/Responsibilities


For quality assurance, assist in the monitoring of reports and queries focused on correcting both system-wide and daily individual inaccuracies and issues.
•With great attention to detail, review and assess updates processed by database users.
•Run audit reports on a scheduled basis via the GAIL CRM database system
•Consult with supervisor on complex issues using more in-depth knowledge of the CRM system.

Percentage of time15 Duties/Responsibilities


Explore and pursue all available resources that can promote the acquisition of information required by this department to produce a complete data file, i.e. updated addresses, e-mails, current names, relationship information and dates of death, etc.
•Investigate and research accurateness of updates being made via internal documents, microfiche, printed sources and online resources including public sites as well as sites in which department maintains membership requiring login authentication.
•Research social media websites and other online information for sources of biographical data. Monitor sites as necessary for updates.
•Monitor and update accordingly information provided in campus publications and online resources for class note information.

Percentage of time10 Duties/Responsibilities


Add new contributors, major gifts prospects, friends and student records to the system. Assimilate new records (faculty/staff, parents, active students and semester graduates) downloaded onto the system. Update biographical information accordingly.
•Collaborate with co-workers on large projects both scheduled and on a request basis.
•Communicate with fellow employees regarding progress, concerns, questions, etc. in a timely manner.
•Examine information for accuracy following imports from Human Resources and the Office of the Registrar regarding faculty, staff, students and graduates.
•Reconcile new records and updates using audit reports.
•Verify accuracy of information obtained from outside vendors related to data enhancement uploads.

Percentage of time5Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this vacant position?
    • UGAJobs (UGA's job board)
    • LinkedIn
    • Handshake
    • HigherEdJobs
    • A current UGA employee
    • Other (please provide resource)
Applicant DocumentsRequired Documents
  1. Resume/CV
  2. Cover Letter
Optional Documents




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    Job No:
    Posted: 10/19/2019
    Application Due: 11/14/2019
    Work Type: