Database Coordinator

Details•San Diego, CA

5d•Onsite

About The Position

The database coordinator is an integral member of the Advancement Technology Services (ATS) team, responsible for the integrity of information maintained in the constituent database, Affinaquest Advancement RM (AQ)/Salesforce, which effects all correspondence, solicitations, other mail, and telephone contact between the University of San Diego and external constituents (alumni, parents, corporations, foundations, friends, etc.). This position is accountable for the accuracy and integrity of all constituent data records, implements quality control mechanisms, performs data entry, and recommends and implements policies, procedures, and guidelines for data entry when necessary. The database coordinator is the subject matter expert on all guidelines and best practices associated with data entry, data integrity, and maintenance, and is responsible for resolving problems arising from ambiguity of data. The database coordinator oversees the day-to-day demographic integrity of the database which may include conducting weekly and monthly audits of the data to confirm use of accurate data entry processes. This position oversees and executes the flow of data between other outreach and constituent engagement management systems such as GiveCampus and Paciolan, including formatting and translating data and ensuring standard practices are enforced prior to accepting data inputs or pushing data to other systems.

Requirements

High school or high school equivalency diploma required.
Two years’ experience in database management and/or related fields required.
Excellent written and oral communication skills required as well as exceptional critical listening and thinking skills; must exhibit attention to detail with excellent organizational skills; high degree of accuracy required.
Superior problem resolution and analytical skills.
Experience working with a variety of office and computer equipment, particularly in a Microsoft Office environment; expert proficiency in Excel.
Highly proficient with new technology and CRM platforms.
Must be able to take initiative on advancing projects; work with minimal supervision.
Exceptional interpersonal skills to interact closely with database users; excellent customer service skills.
Must be friendly and personable; mature, have a positive attitude.

Nice To Haves

Bachelor’s degree.
Familiarity with AQ/Salesforce, GiveCampus, or other reporting platforms.
Basic SQL programming skills.
Commitment to working as a member of a team and collaborate with colleagues.
Strong sense of integrity and ethical conduct.
Cultural competency and sensitivity a must; ability to understand different cultural contexts, viewpoints and faith traditions; demonstrate respect for others, adapt to different cultural settings, and accept cultural differences.
Must be able to work under the pressure of time and frequent requests from multiple sources, each having their own timelines and constraints, and with all levels of administrative staff.
Must possess good judgment, tact, sensitivity, and discretion in handling confidential materials and situations.
Understand the role of technology in annual fundraising and possess the ability to utilize sophisticated fundraising software effectively; ability to quickly learn new technologies.
Ability to produce and utilize statistical data for evaluation.
Knowledge of USD policies and procedures; extensive familiarity with University Advancement’s organizational structure and areas of responsibility including centralized and decentralized operations.
Knowledge of ethics statements by APRA, Council for Advancement and Support of Education (CASE), and other related associations.

Responsibilities

Responsible for maintaining all aspects of demographic information in the constituent database (AQ/Salesforce) and the constituent engagement management system (GiveCampus) including data entry and data integrity.
This position is solely responsible for the integrity and sourcing of biographical and demographic data in AQ/Salesforce.
This position is solely responsible for all demographic Entity Update requests received from all users at all levels in order to receive, research, and correct data in the database in a timely fashion.
Oversee the progress of all biographical projects by coordinating and delegating projects to ensure data integrity by analyzing bio data integrity reports along with data received from returned mail, schools, and departments, via online community, email, electronic system information from sharing departments, internet paid sources, outreach, customer relations, and various internet sites.
Collaborate in updating and/or creating policies and procedures according to data entry standards.
As needed, in cooperation with ITS, perform record merge for non-affiliated entities from the GiveCampus and Paciolan (Athletics ticketing and marketing platform) constituent engagement management systems.
Oversee all imports and exports of data to and from Talkdesk, GiveCampus, Paciolan, and other sources daily, ensuring that imported data conforms to advancement standards and best practices.
Responsible for continuous creation of all new student, parent, grandparent, alumni/ae, and corporate/foundation donor records.
Using the Banner database system research all student information to make sure that enrollment status and degree information are accurate and up to date.
Generate all new student admissions applications from the Banner system for the purpose of prospect research.
Review incoming data during data upload periods from Banner.
Use views to effectively load new student, parent, and alumni data from the Banner system.
Research constituent data utilizing many online research tools such as LexisNexis Accurint, ObituaryData, LinkedIn, Banner, and multiple internet search engines to ensure data integrity and to collect new biographical, employment, and contact information.
Responsible for collecting, sorting, and researching all mailings returned to University Advancement.
Utilize Accurint to find new contact information for constituents for future mailings, calls, emails, and other forms of contact.
Responsible for cleaning and preparing mailing lists for all types of university correspondence per request and also for the tri-annual publication of the University of San Diego Magazine.
Research constituent data per request when discrepancy arises between data sources.
Create reports using Salesforce to identify duplicate constituent records and afflictive data; distribute and/or work through identified records to improve data quality and uniformity.
Actively participate in weekly and bi-weekly meetings of the Advancement Operations and Annual Giving data teams in order to collaborate and define best practices for data integrity across different departments and hierarchal levels.
Other projects related to data integrity and general office duties as needed.
Assist the director in testing the AQ database functionalities as well as integration connectors for GiveCampus, Paciolan, and other tools.