Document Management and Records Associate

Oklahoma State University Foundation • Stillwater, OK

3d • Onsite

About The Position

The Records and Gift Management team at Oklahoma State University's Foundation is seeking a Document Management and Records Associate. This role is crucial for maintaining accurate donor and organization records within the Foundation's CRM and document management system. The Associate will be responsible for developing and overseeing methods for capturing, storing, managing, preserving, and delivering documents related to organizational processes. This position also involves serving as a mentor, leading daily document management tasks, training staff on the document management system, and updating biographical information in the alumni/development database.

Requirements

• High School diploma or equivalent experience required.
• Document Management Expertise – Experience managing electronic document management systems (DMS), including scanning, indexing, and categorizing documents.
• Quality Assurance – Ability to execute quality control processes to ensure document and data integrity.
• Technical Skills – Proficiency with scanning equipment, multifunction copiers, and standard office software (Microsoft Office Suite); ability to learn and administer DMS platforms.
• Data Entry & Accuracy – Experience updating and verifying biographical data in CRM with strong attention to detail.
• Process Development – Ability to create and maintain policies and procedures for document and data management workflows.
• Problem-Solving & Troubleshooting – Skilled in identifying and resolving errors in scanning processes and data entry.
• Interdepartmental Collaboration – Experience serving as a liaison between technical and functional teams and facilitating committee meetings.
• Training & Support – Ability to provide technical support and conduct training sessions for staff on document management systems.
• Confidentiality & Compliance – Demonstrated adherence to strict confidentiality standards and organizational policies.
• Organizational & Analytical Skills – Strong ability to prioritize tasks, manage schedules, and perform data integrity audits for continuous improvement.
• Proven sense of humor and ability to have fun.

Nice To Haves

• Bachelor's degree in business administration, information management, or related field preferred.

Responsibilities

• Review and categorize all documents for proper file assignment within the Document Management System.
• Oversee importing, scanning, and indexing of documents using multiple scanners and workstations.
• Execute quality assurance processes to ensure document and data integrity.
• Develop and maintain day-to-day policies and procedures to promote successful performance of scanning systems and DMS.
• Identify, analyze, and resolve errors or problems within the scanning process.
• Oversee and coordinate the daily work schedule for the scanners and adjust as needed.
• Oversee the document management system and serve as technical administrator.
• 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 audits to identify and correct errors and make changes as needed.
• Read, apply, explain, and implement written procedures regarding biographical data entry processes.
• Facilitate and oversee regular Document Management Committee meetings.
• Serve as a liaison between functional and technical staff in daily operations.
• Provide users with technical support and troubleshooting.
• Develop and execute strategies for continuous quality improvement in services to and communications with departments that utilize the DMS.
• Facilitate training courses on the DMS as needed.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED