Job Information
New Jersey Institute of Technology Records and Data Entry Specialist in Newark, New Jersey
Title:
Records and Data Entry Specialist
Department:
Alumni
Reports To:
Executive Director of Operations and Analytics
Position Type:
Staff
Position Summary:
Reporting to the Executive Director of Operations and Analytics, this position is responsible for: entering and maintaining confidential biographical and demographic information on individuals and organizations in the Development & Alumni Relations offices’ database system/CRM; maintaining the integrity of all biographical and demographic data entered into the database; performing analyses of complex records; assisting other users in locating and interpreting system data; and troubleshooting data issues and maintaining pertinent field values within, and the proper storage of, of constituent records. The position is also responsible for processing incoming and outgoing mail, making copies, answering phones and taking messages, and other administrative tasks, as needed and in support of the Operations and Analytics, Annual Giving, and Prospect Research and Management departments.
The duties of the Records and Data Entry Specialist require accuracy, integrity, and a high level of confidentiality.
Essential Functions:
Maintaining address, occupation, relationships, preferences, and other related data for all constituents in the database system by utilizing established procedures and new system functionality as it is made available.
Retrieving and processing updates received from and through various sources (from gift officers, via surveys, etc.).
Researching demographic and corporate information related to data updates.
Performing established risk controls for validating donor contact information changes and preferences, including address, phone, e-mail, and forwarding.
Performing data cleanup projects.
Receiving, sorting, tallying, and prioritizing daily records updates.
Creating new entities in the Development & Alumni Relations office’s database (currently Raiser’s Edge).
Working with the Registrar to ensure accuracy and consistency of student data integration into the Development & Alumni Relations office’s database/CRM (currently Raisers Edge).
Composing correspondence concerning data inquiries.
Reviewing and clearing data quality audit reports on a consistent basis in support of data quality efforts.
Organizing gift documentation batches. Providing support to gift processing, as needed.
Assisting other users in locating needed information.
Answering phones, taking messages, processing incoming and outgoing mail, making copies, and providing general office assistance.
Coordinating with NJIT’s mail services department for the consistent and timely delivery of mail processing, with heightened partnership during calendar and fiscal year-end periods.
Preparing and submitting annual reports, including the CRI, Employee Campaign, and VSE reports.
In collaboration with the AG department and other staff, coordinating and executing personalized solicitations and/or invitations, pledge reminders, receipts, letters, labels, envelopes, recognition lists, and University Club membership cards.
Overseeing supplies and maintaining inventories for the Operations and Analytics, AG, and PR&M departments.
Maintaining budget and spending spreadsheets for the Operations and Analytics, AG, and PR&M departments.
Additional Functions:
- Other duties as assigned.
Prerequisite Qualifications:
High school diploma plus four years of administrative experience, with emphasis on Microsoft Suite, data entry, and bookkeeping experience.
Bachelor’s degree and experience with fundraising CRMs strongly preferred.
Excellent organizational and communication skills.
Strong technology and computer skills.
At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.
Bargaining Unit:
OPEIU
Range/Band:
18
FLSA:
Non-Exempt
Full-Time