Database Coordinator

5705

The Advancement Operations department operates within the University Advancement division and includes the departments of Advancement Services Annual Giving and Donor Relations.

The University of San Diego an engaged and contemporary Catholic institution was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972 USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth goodness and beauty. Inspired by this centuries old tradition of Catholic higher education the University welcomes people of all faith traditions and any or no religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanitys urgent challenges.

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.

Duties and Responsibilities:

Database Integrity/Maintenance:

• 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.

Special Conditions of Employment:

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Minimum Qualifications:

• 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.

Preferred Qualifications:

• Bachelors degree.
• Familiarity with AQ/Salesforce GiveCampus or other reporting platforms.
• Basic SQL programming skills.

Performance Expectations- Knowledge Skills andAbilities:

• 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 Advancements 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.

Tools and Equipment Used:

• Desktop/laptop computer database systems and enterprise platforms (Salesforce Talkdesk Affinaquest Advancement RM GiveCampus) Microsoft Office and Google applications Zoom.
• Telephone scanner printer copier and other related office equipment.

$30.95 - $34.21 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical dental vision a retirement contribution given to you by the University and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience education and other factors including departmental budget.

Resume and Cover Letter Required

Click the Apply Now button to complete our online addition please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at

37.5 Hours per week

Closing date:Open until filled

Note: External job postings will be up for at least three days. After that time applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is a smoking and tobacco-free campus. For more information visit Experience:

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