Document Management Student Worker

VISION:âTransform the university through the power of generosity.â

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

DEPARTMENT PURPOSE:âThe Records and Gift Management team contributes to the mission by collaboratively providingâexpertiseâin handling donationsâmaintainingâaccurateârecordsâand ensuring compliance with regulations essential for building andâmaintainingâstrong donor relationships and supporting all fundraising efforts.â

PRIMARY PURPOSE:The Student Worker will support the Records and Gift Management teams by scanning organizing and indexing physical and digital documents. This role is essential in ensuringaccurateandtimelydigitization of records tomaintaincompliance improve accessibility and support operational efficiency.

KEY AREAS OF FOCUS:
Document Scanning & Records Processing(95%)

• ââScan and digitize documents related toRecordsand Gift Management.
• Ensure scanned documents are clear complete and correctly grouped which includes sorting counting and page separation.
• Properly dispose of scanned documents according toretentionschedule.
• âFollow written scanning procedures.
• Perform quality control checks on scanned documents.
• Maintain confidentiality and handle sensitive information with discretion.

Other duties as assigned(5%)

JOB COMPETENCIES AND EXPERIENCE:
Education & Certifications:

• Graduation from a standard high school or approved equivalent.
• Current full-timeâenrollmentat Oklahoma State Universityin a bachelors or graduate degree program.

Experience:

• Proficiency in Windows and Microsoft Office 2010 is preferred.
• Excellent attention to detail accuracy and the ability to meet deadlines isrequired.
• Ability to collaborate with team members; provide energy and enthusiasm.
• Ability to followprocedureand execute processes.

OrganizationalâCompetencies-ââ

• Effective Communication:âCommunicates 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:âDemonstrates 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 isâaccurate; delivers upon commitments while demonstrating integrity stewardship of resources and service toâOklahoma State University.
• Teamwork/Interpersonal Skills:âBuilds 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.â
• Problem Solving/Judgment:âSeeks 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 andâtimelyâto issues; accepts responsibility for actions.
• Adaptability/Flexibility:âCommitted 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:âProactively 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 othersâand looks to continually improve.â
• Donor Centered:âFollows 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.

PHYSICAL REQUIREMENTS:âAbility to communicate effectively in person by phone and via video conferencing. Requires frequent repetitive motions whenâoperatingâcomputers telephones and standard office equipment. Ability to sit or stand for extended periods while working at a computer or attending meetings. Ability to lift carry push or pull materials weighing up to approximately 20 pounds.ââ

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