Data Services Specialist

Posting Details

Position Information

Job Title Data Services Specialist
Department Development Services
Full Time/Part Time Full-Time
Requisition Number S17331
Open Date 03/08/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, 8:30 a.m. to 5 p.m.

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

The Data Services Specialist is part of a team responsible for:
Accurately researching and capturing donor, fund, and solicitation information, electronically or manually; processing all individual, corporate, and foundation gifts in the Alumni/Development database system; generating official gift acknowledgments to serve as receipts for tax purposes for all gifts to the university; interfacing with matching gift companies and processing all donor matching gift paper and electronic forms; interfacing with donors and campus departments regarding specific instructions for gifts, reminders, and solicitations; creating and maintaining, through manual and automated mechanisms, accurate and current biographic and demographic information on constituents in the Alumni/Development database system; utilizing research tools to verify constituent information; maintaining documents, both physical and scanned, related to constituents.

Education Required HS Diploma or equivalent
Concentration / Degree Type
Substitution for Education Requirement

Experience may not be substituted for education requirement

Education Preferred

Bachelor’s degree in business or technical discipline.

Experience Required 3 years
Type of Experience

Three years hands-on data management and administrative experience with emphasis on both manual and automated data processes.

Substitution for Experience Requirement

Bachelor’s degree may substitute for one year of experience.

Experience Preferred

- Five years hands-on data management and administrative experience with emphasis on both manual and automated data processes.
- Experience with Advanced Data Examiner or other data comparison, synchronization, and import tool.
- Strong working knowledge of Alumni/Development database system, preferably Millennium or Blackbaud CRM.
- Familiarity with university, fundraising, or non-profit environments.
- Knowledge of data structures and the ability to efficiently manipulate and query data.

License/Certification Required
License/Certification Preferred
Skills Required

- Able to maintain high level of confidentiality.
- Strong basic understanding of general accounting.
- Proficiency using Microsoft Word and Excel.
- In-depth attention to detail regarding data entry and numerical accuracy, with a focus on data analysis and data integrity.
- Able to audit and prepare raw data for system interface.
- Able to prioritize and multitask within a fluctuating workload.
- High level of organization and time management in an environment with frequent interruptions.
- High level of interpersonal and customer service skills.
- Able to clearly communicate both verbally and in writing with alumni, friends, and staff by telephone, e-mail, and in person.
- Able to work with minimal supervision, both independently and within a team. Must demonstrate initiative.

Skills Preferred

- Intermediate proficiency using Microsoft Office suite, particularly Access and Excel.
- Knowledge of charitable giving best practices, IRS regulations, and industry standards.
- Proficiency with internet searches.

Internal / External Contacts

INTERNAL: Will communicate by telephone and in writing with division staff, department representatives across campus, and some faculty when seeking information regarding gifts, funds, or constituent information.

EXTERNAL: Will communicate by telephone and in writing with alumni, parents, students, relatives, employers, donors, and corporate and foundation representatives to gather and confirm information.

Physical Demands

Must be able to work at a desktop computer workstation for up to 8 hours a day. Peak periods of work throughout the year may require extended hours to meet processing deadlines

Working Conditions

Work area is in close proximity to others, to share resources and information.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting

Job Duties

Description of Job Duty

- Prepare daily deposit.
- Coordinate with campus partners to ensure data accuracy.
- Prepare, validate, and enter gift transactions that require manual processing.
- Download data files, audit and manipulate data utilizing data comparison and synchronization tool, and upload data files into Alumni/Development database system system for gift transactions supported by electronic processing.
- Submit electronic and paper documents required to secure gifts from matching gift companies.
- Create and maintain donor information to support gift posting and receipting.
- Review and distribute gift acknowledgements.
- Review and reconcile donor and gift entry to batch deposit source information.
- Ensure all gifts are processed according to IRS Regulations, Rice University policies and guidelines, and industry standards.

Percentage of Time 40
Description of Job Duty

- Add/delete/update constituent data to include names, addresses, employment, relationships to other constituents, and other information.
- Create new constituent records as needed.
- Use research tools to capture name, title, address, phone numbers, marital status, occupation, and other pertinent data.
- Use automation tools to import data to the Alumni/Development database system.

Percentage of Time 40
Description of Job Duty

- Receive inbound documents for imaging.
- Perform scanning of documents to the institutional document management system with accurate indexing of the document.
- Manage file retention in accordance with defined policies.

Percentage of Time 10
Description of Job Duty

- Answer questions from Development and Alumni Relations staff, campus partners, and other entities.
- Provide input on, and user testing of, new applications and tools required for data integration, process automation, and information access.
- Review and contribute to departmental workflows and procedures.
- Other duties as assigned by Data Services Manager.

Percentage of Time 10

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma or equivalent?
    • Yes
    • No
  2. * Do you have three years of hands-on data management and administrative experience with emphasis on both manual and automated data processes? You may substitute one year of the experience with a bachelor's degree.
    • Yes
    • No
  3. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)