VISION: Transform the university through the power of generosity.

MISSION: Unite donor passions with university priorities to elevate the impact of Oklahoma State University.

DEPARTMENT PURPOSE: The Records and Information Management department focuses on: 1) Information Integration into our systems, and 2) Information Enrichment and Integrity. We do this by providing accessible and relevant information by developing, integrating, implementing and overseeing processes and procedures to ensure the accurate and timely handling of constituent biographical and demographic information, which enables development to fundraise with meaningful data that is continually acquired and enriched in order to maximize its strategic fundraising capabilities.

PRIMARY PURPOSE: This position supports and maintains Records and Information Management operations by providing effective and efficient service to staff through biographical updates in the alumni/development database generated from mailings, online services, news clipping services, the calling center, and general updates from Donors as well as Foundation and University staff.

KEY AREAS OF FOCUS:

Biographical Data Management in the Alumni/Development Database-

• Process new or updated information into the database as needed including updating, verifying, and correcting data from various sources
• Compare old and new information and make decisions about updates and corrections based on the information received and gathered using additional sources
• Process requests for updating biographical information via the Records Management ticket queue and make appropriate updates in the database
• Utilize data integrity audit queries to identify and correct errors and make changes as needed
• Apply, explain, and implement written procedures regarding biographical data entry

Other duties as assigned

JOB COMPETENCIES AND EXPERIENCE:

Education & Certifications-

• Bachelor’s degree preferred. In lieu of degree, 3+ years of relevant experience is acceptable.

Experience-

• Highly organized with good problem-solving, analytical, and interpersonal skills
• Ability to follow written procedures
• Strong administrative skills with the ability to pay close attention to details
• Ability to work independently with limited supervision
• Ability to manage multiple complex tasks and/or projects simultaneously
• Excellent computer skills, including advanced knowledge of MS Office
• Proven sense of humor and ability to have fun

Organizational Competencies-

• Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids “telling themselves a story” and works to deploy crucial conversation communication techniques; shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions
• Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity, stewardship of resources and service to OSU
• Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mind-set when presented with opportunities to learn about different culture, approaches or opinions; supports team efforts and makes the Foundation a more enjoyable place to work
• Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions
• Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self-control and remains productive during times of uncertainty
• Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks for continually improve
• Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors' interests, while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments